Administrative Specialist 1, Administrative Specialist 1 (Salem) for ODOC, BOPPPS or OCE employees only

Initial Posting Date:

12/24/2025

Application Deadline:

01/07/2026

Agency:

Department of Corrections

Salary Range:

$4,447 - $5,849

Position Type:

Employee

Position Title:

Administrative Specialist 1, Administrative Specialist 1 (Salem) for ODOC, BOPPPS or OCE employees only

Job Description:

Administrative Specialist 1, Administrative Specialist 1 (Salem) for ODOC, BOPPPS or OCE employees only

Central South Admin Building – Salem, Oregon

Oregon Department of Corrections

Are you looking for a stable, rewarding career where you can truly make a difference? Join the Oregon Department of Corrections and become part of a dedicated healthcare team that provides essential care to a unique and underserved population. Our health services operate within secure, well-managed facilities—offering a safe and structured environment where you can focus on your professional growth and career! This position may have the option of hybrid work in the future.

This opening is available for current regular status employees of the Oregon Department of Corrections, Oregon Corrections Enterprises, or Oregon Board of Parole, Probation, and Post-Prison Supervision only.

About the Job – Your Role

You will function in a centralized role to track and complete the grievance appeal process and other correspondence for Adults in Custody (AICs) housed at all Department of Corrections’ facilities.  You will carry out goals and objectives for the administration of the Department of Corrections Health Services Division to include technical, clerical and administrative support for the Business Operations Unit and other Health Services staff.

You will work independently to review grievance appeals or other correspondence and supporting documentation to determine necessary direction for timely processing. You will Review the draft response, making edits as needed, before sending for final review and signature.  May draft responses to some correspondence, and first and second level appeals to submit to Assistant Director, Chief of Medicine, Health Services Administrators, Chief of Psychiatry, Dental Director or others.  This position will respond to inquiries from DOC staff about grievance status.

You will explain pertinent laws, rules, policies and procedures to internal and external stakeholders. This will also include giving input in developing policy, rules and procedures regarding grievances. 

You will track and monitor grievance appeal status, as well as follow up as needed to ensure timely response.

You will use databases and spreadsheets to obtain information and/or input data about grievance appeals and other correspondence and produces regular reports and distributes data to Health Services’ Administration.

This role will independently research, locate, assemble, review, investigate, gather, compile, and or edit information for the Health Services management team on a variety of subjects and prepares information in the form of reports, graphs, summary tables and charts. 

You may coordinate managers’ schedules and activities; arrange meetings, set appointments and plan for meetings, as well as arrange travel itineraries and accommodations. 

You will type and proofread letters, memos, reports, necessary cards and forms, and other documents.

May assist with or provide backup as follows: maintaining and updating division’s policies, procedures, protocols, forms and administrative rules; providing general administrative support to division’s Contract Administrators; purchasing supplies and equipment through AFAMIS, Office Max; coordinating new training module approvals through the Professional Development Unit and the department’s electronic learning management system; tracking employee training requirements; gathering data and supporting information for CORE performance measures to update department and division scorecards.

This position is represented by American Federation of State, County, and Municipal Employees (AFSCME). This position may be eligible for Police & Fire (P&F) benefits through Public Employees Retirement System (PERS), as defined by statute.

Minimum Qualifications

Two years of secretarial or basic administrative support experience that includes records processing, generating documents, and gathering and sorting data.

OR

An associate degree in general office occupations and one year of experience with records processing, generating documents, and gathering and sorting data.

OR

An equivalent combination of education and experience.

Requested Skills

• Prior experience in the health care field is a plus.
• Preferred candidates with solid experience utilizing organization, time management, and strong writing skills.
• Must be great with communication in person, phone, and writing as essential skills of this position. 
• Strong attention to detail and administrative office skills are required. 
• Must be able to handle multiple, complex tasks efficiently, know and utilize sound office management practices.
• Must be knowledgeable with computer and software systems including Excel, Word, PowerPoint, MS Outlook and Access databases.
• Must maintain a high standard of performance, personal integrity and conduct.
• Must be independent, taking initiative without constant supervision.
• Must understand and adhere to the highest standards of confidentiality.
• Must be able to participate in a cooperative team environment and make positive contributions.

Application Information

• In the Work Experience section of your application make sure to include the dates and duties of all relevant positions and details to support how you meet these attributes. If you do not include education or work experience meeting the minimum qualifications, you will not be considered for the position. Only the candidates whose experience most closely matches the qualifications and requested skills of this position will be invited to interview. Applicants must meet the minimum qualifications on or before the job posting close date.
• The job posting closes at 11:59 PM (PDT/PST) on the close date. After you submit your application, be sure to respond to the two questionnaires relating to public records requests and veterans’ preference immediately following your submittal. These questions are necessary to complete the application process.
• Please monitor both your email and Workday account for updates regarding this recruitment.
• As part of our selection process, we may require additional assessment stages, such as written exercises, to further evaluate candidates’ qualifications. Meaningful participation in these exercises is required for all applicants moving forward in the process. Failure to complete the required exercise(s) within the specified timeframe will result in disqualification from consideration. All candidates who successfully complete these screening stages and meet the necessary requirements will advance to the next stage in the selection process.
• Please save a copy of this job announcement for reference, as it is not available for you to view after the announcement deadline.

Working Conditions

Standard office environment.  Frequently works alone with little or no direct supervision.  May require sitting at a desk for extended periods of time.  Work is generally performed in an office setting with the likelihood of prolonged sitting and repeated, extensive use of the computer, involvement in telephone conversations and conferences, and the use of research manuals.  You must be able and willing to make positive contributions to a cooperative team environment.  You must be willing and able to work efficiently in a cubicle-structured work environment, capable of limiting distractions to their ability to work effectively and willing to adapt their professional behaviors to limit distractions to other staff.  You must adapt to a constantly evolving work environment, often completing special assignments and regular duties under the pressure of shortened deadlines.  This position may require infrequent work after hours or on weekends and occasional overnight, in-state travel.  This position may require the operation of a motor vehicle, requiring a regular driver’s license with a clean driving record. 

Work may be performed in an adult correctional facility where interactions with AICs may occur.  Possible encounters with abusive/hostile AICs pose the risk of personal injury and/or being taken hostage. 

DOC buildings and institutions are tobacco free.  Use of tobacco products are prohibited within the buildings or on the grounds.

About the Department

The Oregon Department of Corrections is responsible for over 12,000 adults in custody in 12 state prisons throughout Oregon. It advises and evaluates counties regarding administration of probation and parole programs supervising more than 24,000 offenders in Oregon communities. The mission is to protect communities, promote accountability, and transform lives.

The Oregon Department of Corrections serves a diverse and changing population of people who are incarcerated and on supervision. We commit to creating an organization both reflecting the diversity of the population we serve and ensuring all employees thrive in a culture of safety, trust, and belonging. We strive to be an anti-racist corrections system. Welcoming, inclusive, and respectful of all people. Free of discrimination, harassment, and retaliation.

The Department offers a variety of programs and opportunity to create a safe and healthy environment to for our staff, volunteers, and adults in custody. Joining the Oregon Department of Corrections is joining a team working for the benefit of our communities through innovative and proven correctional practices.

Benefits

The salary range listed above is for non-PERS qualifying applicants. PERS qualifying applicants may be eligible for an adjusted range to reflect an additional 6.95%.

The State of Oregon provides a generous benefit package, which includes:

• Family health, vision, and dental insurance
• Vacation, sick leave, and 11 paid holidays
• 21 days paid military leave for national guard and reserve components
• Optional short and long-term disability
• Term life insurance
• Fully paid retirement program
• Oregon Saving Growth Plan
• Flexible spending accounts for health and childcare
• And more

About the Process – What to Expect

• After the application deadline, a recruiter will review submissions for education and experience to identify candidates who best fit the minimum qualifications and requested skills.
• Top candidates will be referred to the hiring manager.
• The hiring manager will review your application and schedule interviews.
• Interview will be held with a panel of stakeholders who have completed panel assessment training. Scores will be determined based on predetermined questions and scoring guides. Preferences points will be applied in compliance with relevant laws and bargaining agreements. There may be multiple rounds of interviews.
• Final candidates will have a background check, PREA check, and reference checks.
• A Classification and Compensation analyst will review the Workday Application of the successful candidate to determine starting wages. Learn more about Equal Pay.
• A job offer will be extended through Workday to the successful candidate. Congratulations, and welcome to the team!

Requirements for Employment

The successful candidate for this position must pass a Criminal Justice Information Systems (CJIS) fingerprint-based background check and maintain CJIS eligibility. Due to CJIS requirements related to system access, there may be some felony convictions that could disqualify you for this position. However, having a felony record does not exclusively restrict you from being considered as an applicant. CJIS clearance is done at the conditional job offer. If you have questions about whether or not your criminal record could disqualify for you, please contact the recruiter for more information.

Equity, Diversity, Inclusion, and Belonging (EDI&B) is embedded in the Department of Corrections core values. The department strives to be a model employer committed to promoting diversity, equity, inclusion, and belonging. Ensuring legal compliance, efficiency, and exceeding expectations to deliver the best public services.

We are proud to be an Equal Opportunity Employer. We evaluate qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran or protected veteran status, genetic information and other legally protected characteristics. Additional information can be found from The U.S. Equal Employment Opportunity Commission (EEOC) Know Your Rights.

The Oregon Department of Corrections is responsible for complying with the Federal Prison Rape Elimination Act (PREA 42 U.S.C. 1997). PREA prohibits the Oregon Department of Corrections from hiring, promoting, or contracting with anyone, (that will have direct contact with residents), who has engaged in, been convicted of, or been civilly or administratively adjudicated for engaging in sexual abuse in confinement settings. Learn more about PREA.

Under Oregon Law, qualifying veterans may apply for veterans’ preference. Review our veterans’ preference page for details about eligibility. Please note – if you are a veteran, you will receive a task in Workday to upload your documents immediately after you submit your initial application. You will have up until 24 hours after the posted application deadline to submit the appropriate documentation.

The State of Oregon does not request or require your age, date of birth, attendance or graduation dates from an educational institution during the application process.

Questions

If you have questions about the position, selection process, or need accommodations to participate in the recruitment process please contact the recruiter and reference the requisition number.

Recruiter: Jessica Roberts, Jessica.A.Roberts@doc.oregon.gov

Reference Number: Req-192531

• Workday will timeout after 15 minutes of inactivity. You may lose progress on your application.
• Workday performs weekly maintenance Friday evenings, and the system may be down for several hours.
• ODOC does not offer visa sponsorship. Within three days of hire, applicants will be required to complete an I-9 and confirm authorization to work in the United States.
• This applicant list may be used to fill future vacancies. Application information may be used throughout the entire selection process. This process is subject to change without notice.
• This announcement is intended as a general descriptive recruitment guide and is subject to change. It does not constitute either an expressed or implied contract. The pay and benefits on all announcements may change without notice.