Administrative Associate

Administrative Specialist 2, Staff Deployment Coordinator (Ontario)

Snake River Correctional Institution - Ontario, Oregon

Oregon Department of Corrections

Are you highly organized, detail-oriented, and ready to make a meaningful impact? We are seeking an Administrative Specialist 2 to join our team at Snake River Correctional Institution. This position plays a critical role in supporting facility operations and staff scheduling. If you thrive in a fast-paced environment and enjoy balancing complex administrative tasks with problem-solving, this is the opportunity for you!

About the Job Your Role

In this role you will coordinate, implement, and manage security staff deployment and scheduling through the Institution Staff Deployment System (ISDS). You will ensure staffing levels remain within authorized and budgeted limits while supporting balanced rosters and effective deployment strategies. This includes maintaining alignment between funded positions and staffing needs, applying the authorized relief factor, and planning, assigning, and recommending individual work assignments to support safe and efficient facility operations.

Key Responsibilities

• Provide confidential clerical and administrative support to security operations and staff.
• Manage and coordinate security staff deployment and scheduling through the ISDS system.
• Monitor time, attendance, overtime, leave usage, and prepare staffing reports and audits.
• Facilitate shift/days-off and vacation bidding cycles and support staff assignment decisions.
• Maintain accurate ISDS data, research discrepancies, and coordinate with leadership and HR.
• Support training scheduling, post relief coverage, and Field Training Program activities.
• Assist with FMLA/OFLA monitoring, early return-to-work coordination, and CBA administration.
• Prepare documentation for promotional interviews.

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

Three years of secretarial or administrative support experience that includes coordinating office procedures, preparing narrative and statistical reports, and administrative data collection and analysis;

OR

An associate degree in general office occupations AND two years of secretarial or administrative support experience that includes coordinating office procedures, preparing narrative and statistical reports, and administrative data collection and analysis;

OR

An equivalent combination of education and experience.

Requested Skills

• Proven ability to create and maintain balanced rosters using ISDS or similar systems while meeting deadlines and minimizing overtime.
• Skilled in managing timesheets, reconciling discrepancies, and preparing accurate overtime reports within payroll timelines.
• Understanding of union labor agreements and organizational policies to ensure compliance in scheduling, bidding, and leave processes.
• Ability to use Excel for complex data analysis, pivot tables, formulas, and reporting to support staffing forecasts and audits.
• Proven track record of handling sensitive information discreetly and maintaining compliance with privacy protocols in a correctional environment.
• Demonstrated ability to identify employees who qualify for FMLA/OFLA and apply required follow-up actions in compliance with policy.
• Ability to clearly communicate with executive leadership, managers, and staff; provide guidance on ISDS and scheduling impacts.

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

Work is performed in a prison housing maximum, close, medium, and minimum-security adults in custody (AICs). The AICs have the potential for becoming angry, hostile, abusive, and aggressive increasing the risk for employees of physical injury, death, and/or being taken hostage. There is an inherent responsibility to provide assistance through recall and/or reassignment during adult in custody unrest and other emergency situations occurring at the institution.

The institution is located in Eastern Oregon and is exposed to temperature extremes and inclement weather. SRCI is climate controlled. This institution has over 1 million square feet of building space and is spread out over a 103-acre perimeter, in addition to a minimum facility outside the perimeter. Walking long distances to get to the workstation or perform work will be required. Most AIC housing units are on two levels requiring the use of stairs to reach the second level.

The incumbent is responsible for proper tool 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. Periodic supervision of AIC workers, e.g., AIC orderlies, may be required.

Performance of the position involves sitting for long periods of time and may at times involve standing for long periods of time, such as, in the delivery of training or in community contract situations. Also necessary is the operation of computer video equipment for word processing, electronic mail and other specialized program access/usage, potentially for long periods of time.

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