Administrative Specialist 1, Mailroom Specialist (Salem)

Administrative Specialist 1, Mailroom Specialist (Salem)

Santiam Correctional Institution Salem, Oregon

Oregon Department of Corrections

The Oregon Department of Corrections is seeking a motivated and detail-oriented Administrative Specialist 1 to join our team at the Santiam Correctional Institution's (SCI) Mailroom. This position plays a critical part in ensuring the safe and efficient flow of mail to and from staff and Adults in Custody (AICs), helping protect the security of the institution while supporting essential communication.

About the Job Your Role

As the Mailroom Specialist, you are the backbone of daily mail operations at SCI. Your work ensures all mail complies with Department of Corrections Mail Rule #131 and that prohibited items never reach the facility. You'll work in a fast-paced, structured environment where accuracy matters and every task serves a purpose.

Key responsibilities include:

• Receive, sort, and distribute incoming mail for staff and AICs in accordance with DOC Rule #131.
• Inspect incoming and outgoing AIC mail for contraband while following established security procedures and PPE requirements.
• Process outgoing mail, including certified and inter-institutional items, and prepare all materials for USPS pickup.
• Identify mail violations, complete required documentation, and return or confiscate prohibited items as directed by policy.
• Maintain organized records for packages, violations, confiscations, and other mailroom activities.
• Respond to AIC communications and grievances related to mail operations.
• Secure contraband into the chain of evidence and testify in court if required.

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

• Experience sorting and routing high-volume mail in a structured or regulated environment.
• Demonstrated skill inspecting mail or documents for prohibited items according to established policies or rules.
• Proven experience completing official forms, notices, or violation reports with accuracy and policy compliance.
• Experience maintaining organized filing or tracking systems for logs, packages, violations, or other operational records.
• Experience processing specialized mail types (such as certified, legal, official, or inter-agency mail)
• Experience handling evidence or sensitive materials in accordance with chain-of-custody procedures.
• Experience communicating in writing with customers, clients, or stakeholders to respond to inquiries, complaints, or grievances.
• Ability to lift 30-pound mail packages and operate specialized office equipment such as OMS, IMRS, ICS Solutions, US Postal postage metering machine, electric letter openers and electronic postal scales.

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

This employee works inside a secure adult prison. Inherent custodial duties include the responsibility for personally handling AIC incidents in the employee's immediate work area. The employee is responsible to prevent escapes from confinement by proper control of keys, tools, and contraband and documenting unusual incidents as they occur. Possible encounters with abusive AICs that pose the risk of injury. The employee is subject to call back in the event of an emergency at which time he/she would be placed in any post in the institution. During a "work stoppage", he/she would be required to fill any post assigned in the institution.

This employee in this position works as a member of a team where conversations and paperwork are generated of a sensitive nature. The conversations and paperwork may occur daily. This employee must have the ability to keep this information confidential.

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.