AIC Work Programs Support, Office Specialist 2 (Madras)

Initial Posting Date:

Application Deadline:

Agency:

Salary Range:

Position Type:

Position Title:

Job Description:

As an Office Specialist 2, you will provide confidential administrative and operational support that ensures the accuracy, compliance, and efficiency of the AIC Work Program. You’ll work closely with staff across the institution, support AIC crews and supervisors, maintain essential program records, and help keep daily operations on track.

• →Monitor, gather, and enter daily AIC attendance; follow up with staff to ensure accurate information and compliance.

• →Process PRAS‑related inquiries, corrections, and calculations; determine crew and individual awards.

• →Maintain organized files, training rosters, correspondence, and mail distribution for the Work Programs section.

• →Draft and prepare professional correspondence; attend meetings, take minutes, and distribute them.

• →Sort, review, and maintain AIC work applications; provide administrative support to the Work Programs Coordinator.

• →Communicate with staff, AICs, host agencies, and outside partners regarding documents, supplies, and program operations.

• →Assist with inventory of tools, equipment, first‑aid kits, Fire Crew materials, and controlled items.

• →Provide cross‑training support and coverage for other OS2 roles and the Work Programs position when needed.

• →Stay current on ODOC and DRCI rules, policies, and procedures.

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.

Two years of general clerical experience that includes keyboarding, word processing, or other experience generating documents;

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 your criminal record could disqualify you, please contact the recruiter for more information.

An associate degree in any field; 

An equivalent combination of education and experience.

• Consistently maintains high levels of accuracy when entering, reviewing, and managing detailed data and records.

• Communicates clearly and professionally in both written and verbal interactions with staff, AICs, and external partners.

• Demonstrates strong organization, effectively prioritizing tasks and meeting multiple deadlines in a busy administrative setting.

• Handles confidential or sensitive information responsibly and in accordance with established standards.

• Follows policies, procedures, and compliance requirements with attention to detail and consistency.

• Responds effectively to shifting priorities and changes in workflow while maintaining productivity.

• Experience using Excel to enter, track, organize, and verify data, including sorting, filtering, and maintaining spreadsheets for operational accuracy.

• 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.

Deer Ridge Correctional Institution is tobacco free.  Use of tobacco products is prohibited within buildings or on the grounds.  Work is performed in a prison, housing medium and minimum-security AICs.  Interaction with AICs occurs daily.  Routine, continual direct contact with convicted male felons is required.  Staff may be assigned to other OS2 work assignments to meet operational needs of the institution.

The institution is in Central Oregon and is exposed to extreme temperatures and inclement weather.  The institution buildings are climate controlled.  Walking long distances to get to a workstation to perform work is common. 

The incumbent is responsible for proper tools and key control of their immediate work area and to maintain awareness and bring issues identified elsewhere in the institution to the attention of others.  Staff may be required to supervise AIC workers, e.g., AIC orderlies.

The incumbent works as a member of an office team where conversations and paperwork are sensitive in nature.  Conversations and paperwork may occur daily.  This employee must have and maintain the ability to keep information confidential.

Work requires heavy usage of computers from four to six hours daily.

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 opportunities 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.

• 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!

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.

Eligible Veterans and Oregon National Guard servicemembers (current and former) who meet the qualifications of the position will be awarded candidate preference. For more information, please visit Veterans Resources. 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.

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

• Workday will time out 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.