Office Specialist 2

Initial Posting Date:

Application Deadline:

Agency:

Salary Range:

Position Type:

Position Title:

Job Description:

Salary: $3,429.00 - $4,622.00.00 monthly non-PERS

$3,651.00 - $4,943.00 monthly PERS

Join the dynamic team at Community Services/Victim Engagement Program, within the Oregon Youth Authority, as a permanent, full-time Office Support Specialist. This position involves providing professional reception and administrative assistance to the team, ensuring positive and inclusive interactions with crime victims, survivors, and their families. The role includes managing correspondence, organizing materials, and maintaining accurate data for victim engagement and quality assurance. Additionally, the position provides confidential clerical support, coordinates meetings, tracks project progress, and contributes to a safe and inclusive work environment. Candidates will have the opportunity to work closely with the team to advance Diversity, Equity, and Inclusion (DEI) initiatives and contribute to the agency's mission of supporting youth and marginalized communities.

If you are ready to make a positive impact on the lives of young individuals and contribute to a transformative environment, we encourage you to apply today and be a part of our dedicated team at Oregon Youth Authority.

The Day In The Life:

• Provides minor administrative support to the VEP team by making copies, sending emails, and distributing appropriately, filing, typing, and sending correspondence (e.g., victim notice letters, memos, court reports, monthly reports, etc.).

• Responsible for running and monitoring BIS reports for victim engagement qualify assurance purposes.

• Draft and process correspondence. Receive, evaluate, and respond to phone calls and emails from victims and survivors, internal OYA staff and community partners. Routes calls and information to the VEP team for follow-up assistance.

• Reviews managers' calendars and schedules, appointments and conferences; assures that the manager is fully briefed on matters to be considered before scheduled meetings; makes travel arrangements; arranges schedules of visits; makes reservations; notifies organizations or officials to be visited

Would you like to learn more about this position or how our application process works? Join our Recruitment team every other Wednesday between 11am-11:30am PST during our OYA Career Chat Sessions. We can assist you with all your application and agency questions!

Click Here to Register for OYA Career Chats!

Additional Information:

• We may use this recruitment to fill multiple vacancies.

• Hybrid Telework: This position is eligible for a flexible remote work schedule; however you will be required to come into the office one day per month and an additional day every quarter. Employees may be required to be in the office more frequently in response to business needs. Remote work is evaluated periodically to ensure business needs are being met and can be adjusted at any time. Please visit the state's Work Reimagined website for more information.

• This position receives annual increases on anniversary date until the maximum of the salary range is reached.

• Upon PERS eligibility, employees will receive a 6.95% increase to their base salary and will pay the employee 6% contribution to PERS.

• Please save a copy of this job announcement for your reference, as it may not be available for you to view after the job closes.

Tentative IN-PERSON interviews:

• First Round Interviews: March 31, 2025

• Second Round Interviews: April 7, 2025

ABOUT OYA

At OYA, diversity, equity, and inclusion are more than just words on a page.To meet our mission and live our values as an agency, DEI must be at the heart of all we do. We support cultural competence, develop teams and cultivate leaders in ways that are equitable to everyone, especially people of color, those who identify as LGBTQ+, or those from other marginalized communities. We are explicit and intentional as we identify resources that all our youth and staff need to grow and prosper. Our DEI work connects closely with our culture of positive human development, with safe and supportive environments where everyone is held accountable and connected to their community. The end goal is to protect the public and reduce crime by holding youth accountable and providing opportunities for reformation in safe environments.

If you are looking to join a team that values individual and cultural differences, with the opportunity to contribute to youth reformation by enriching our workforce with diversity, OYA wants to hear from you! People of color, women, and other members of historically marginalized communities are strongly encouraged to apply!

For more information please visitwww.oregon.gov/oya.

What's in it for You?
OYA values our employees. We believe that your time outside of the workplace is as valuable as it is inside the workplace. We offer a great work/life balance with flexible work schedules on most positions and a competitive benefits package, including low-cost, high-coverage health insurance, generous time-off, and a competitive retirement plan.

Discover moreabout working in Oregon state government byclicking here.

What We Are Looking For:

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

• An associate degree in any field;OR

• An equivalent combination of education and experience.

DESIRED ATTRIBUTES/APPLICATION SCORING CRITERIA: If you have these qualities, let us know! It's how we will choose whom to move forward!

Note: You do not need to have all of these qualities to be eligible for this position.

• Experience engaging and effectively communicating with diverse populations both verbally and in writing.

• Proficiency navigating online systems, such as Canva, Microsoft Word, Excel, PowerPoint, Outlook, and search engines.

• Experience organizing and maintaining large volumes of data, creating reports, and tracking multiples projects.

• Experience coordinating payment processes such as invoicing and record keeping.

• Ability to learn and work within specific agency operations, policies and procedures affecting assigned work.

• Experience with working independently, prioritizing your own work and meeting time sensitive deadlines, at times with little notice and frequent interruptions.

How to Apply:

• Ensure your application and/or resume thoroughly reflect your skills, experience (both lived and professional), knowledge, and/or education pertinent to this position, including how you meet the minimum qualifications and any/all desired attributes.

• COVER LETTER REQUIRED: In your cover letter, please describe your experiences, skills, and knowledge as they relate to the desired attributes of the position and explain why you are the best fit for this role. Limit your cover letter to no more than 2 pages and ensure it is in PDF format for accessibility.

• Complete the questionnaire.

• Following the submission of your application, promptly respond to the public records request authorization and gender identity questionnaire. If you're an employee, these tasks will be in your Workday inbox.

• Veterans may receive preference; indicate your veteran status if applicable. Click here for more information about veterans' preference.

Caution: If you fail to follow these instructions, including failing to attach a cover letter as described above, we will have to disqualify your application. We cannot consider incomplete or late applications.

Additional Information:

Our goal is to be a diverse workforce that is representative, at all job levels, of the citizens we are here to serve. OYA is an equal opportunity and affirmative action employer. All aspects of employment including the decision to hire, promote, discipline, or discharge, will be individualized based on merit, competence, performance, and business need.

We do not discriminate on the basis of race, color, religion, marital status, age, national origin, ancestry, physical or mental disability, medical condition, pregnancy, genetic information, gender, sexual orientation, gender identity or expression, veteran status, or any other status protected under federal, state, or local law." The more diverse we are, the better our work will be.

Applicants with a disability may request a reasonable accommodation to participate in the hiring process. For assistance regarding reasonable accommodation or for alternative format please contact OYA Recruitment at 971-345-1236. Oregon Relay Service can be reached by calling 7-1-1.

Pre-employment Checks:

In keeping with our mission, OYA will conduct a criminal record check, per OAR 416 Division 800, a driving record background check and a vulnerable population abuse and neglect check. Information obtained about an individual is confidential. An individual who refuses to consent to a criminal records/background check shall be disqualified from consideration in the position for which you applied. All applicants are subject to additional pre-employment check(s) such as fingerprint based on criminal records check, pre-employment drug screening and/or education verification as required for the position.

In 2003 Congress passed the Prison Rape Elimination Act (PREA), the first federal civil statue focused specifically on addressing sexual violence in juvenile facilities, jails, prisons, and other facilities. In recognition of the rights, safety, and well-being of the youth we serve you will be asked specific questions about your background to ensure our hiring and promotion practices comply with the National PREA standards.

All positions in OYA will require the incumbent to serve as a "mandatory reporter" of child abuse.

Visa Sponsorship:

We do not offer Visa sponsorship. If you are hired, you will be required to fill out the US Department of Homeland Security's I-9 form confirming you are able to work in the US. OYAuses E-Verify to confirm that applicants are authorized to work in the United States.

Have Questions?:

For questions about the job announcement, email oyajobs@oya.oregon.gov.