Office Specialist 2

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Job Description:

The Oregon Youth Authority (OYA) is seeking a detail-oriented and people-focused Office Specialist 2 to join our team at the Eastern Oregon Youth Correctional Facility (EOYCF) in Burns. This position provides essential administrative support that helps our agency carry out its mission: to protect the public and reduce crime by holding youth accountable while providing opportunities for growth and reformation in a safe environment.

As an Office Specialist, you will be the first point of contact for staff, youth, families, and community partners-helping ensure smooth daily operations while modeling professionalism, empathy, and respect. We are looking for someone who values teamwork, has excellent time management skills, enjoys working with people, and pays close attention to detail.

At OYA, we embrace diversity, equity, and inclusion, and we strongly encourage applications from people of color, women, and members of historically underserved communities.

• Provide clerical support for EOYCF management and staff, including preparing correspondence, reports, purchase orders, and meeting minutes; maintaining office supplies; and processing payments and vouchers.

• Maintain strict confidentiality of youth information by updating, filing, and securing youth case files in compliance with agency policies and timelines; process records, archives, and grievances as required.

• Serve as front desk receptionist by greeting visitors, answering telephones, taking accurate messages, and monitoring access to secure office areas while following safety and security procedures.

• Support communication and coordination with OYA staff, community partners, and families to ensure accurate information sharing and smooth case management processes.

• Assist with volunteer coordination, mandatory reporting, incident documentation, and staff training requirements to support a safe and professional work environment.

• Contribute to a positive, respectful, and inclusive workplace by engaging in teamwork, addressing safety concerns, and supporting OYA's core values of integrity, professionalism, accountability, and respect.

Burns, Oregon commonly referred to, as the gateway to the Steens Mountains, is a small rural town located in the south eastern corner of Oregon. Far from the wet coastline and forested mountains that characterize the state's western region, this high-desert country is full of volcanic craters, craggy mountain peaks, untraveled back roads and abundant wildlife. Residents in these friendly small towns come from farming and ranching families that have worked the land here for generations. Head to Oregon's high desert to discover a land of wild beauty and Old West welcome. To learn more about this great town, please click here or visit Harney County at http://www.co.harney.or.us/

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

Join us this Wednesday from 11:00am-11:30am.

Click Here to Register for OYA Career Chats!

What You Need To Qualify:

• 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 these qualities to be eligible for this position.

• Strong time management skills - Able to balance multiple priorities, stay organized, and meet deadlines in a busy environment.
• Empathy and respect - Approaches interactions with youth, staff, families, and the public with compassion, patience, and cultural awareness.
• Enjoys working with people - Builds positive working relationships, provides excellent customer service, and contributes to a collaborative team environment.
• Attention to detail - Carefully reviews work for accuracy, ensures records are complete and confidential, and follows established policies and procedures.
• Commitment to equity and inclusion - Values individual and cultural differences, helps foster a welcoming environment, and supports OYA's efforts to ensure fair and equitable outcomes for all youth and staff.

Interested? Here's How To Apply:

• Complete the application fully or upload a complete resume including dates of employment and duties/responsibilities of each position.

• Complete the questionnaire / supplemental questions.

• COVER LETTER REQUIRED: In your cover letter, please describe your experiences, skills, and knowledge as they relate to the DESIRED ATTRIBUTES/APPLICATION SCORING CRITERA section of the announcement and explain why you are the best fit for this role. Please ensure it is in PDF format for accessibility.

• After you submit your application please respond to the public records request authorization and gender identity questionnaire. This step will come after you submit your application and will complete the process. If you are an employee, the tasks can be found in your Workday inbox.

• If you are a veteran, you may receive preference.

Applications with generic cover letters may be considered nonresponsive and could eliminate the application from further consideration.

• OYA locations are a tobacco free environments.
• Primary responsibility for every OYA employee is for the safety, health, reformation and well being of youth and the community protection.
• The incumbent in this position may have contact with youth in custody and/or families who may exhibit hostile and assaultive behavior. Youth in custody or associates may possess weapons and may represent a real and present danger; the employee must be able to respond to crisis situations utilizing professional judgment to ensure community and self-protection.
• The incumbent in this position handles a large volume of telephone calls and provides information directly to the youth, their families, and the public pertaining to OYA; in addition, the employee is expected to conduct themselves in a professional manner according to the OYA Principles of Conduct and serve as a role model and agent of change for youth in custody.
• The employee is to be aware of and adhere to all OYA policies and procedures. Any new policies will be reviewed with the employee and are available on OYA's Intranet site in the Policy section. Professional conduct includes: reliability, dependability, regular and punctual attendance in order to provide consistent services, provide for public safety, have neat personal appearance, treat others with respect; and be a law-abiding citizen, and is expected to use safe work practices and to follow all policies regarding safe work practices.

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!

Check out one of our agency's youth communications assistants, H.P. at Rogue Valley YCF in Grants Pass interview some of his facility staff about why they chose this work. https://insideoya.com/2022/06/15/through-their-eyes/ For more information about the OYA, please visitwww.oregon.gov/oya.

This position is represented by the Service Employees International Union (SEIU/OPEU). By joining and maintaining your membership with SEIU Local 503, the following benefits are available to you such as:

• $2,500 life insurance policy paid for by your union, SEIU Local 503. This policy is in effect if you are an active member.
• Up to $200,000 of additional life insurance can be purchased. Up to $100,000 member life, $40,000 spouse and $10,000 child is guaranteed within the first 90 days of new union membership.
• Short Term Disability insurance is guaranteed if purchased within the first 90 days of new union membership.
• Legal insurance enrollment is available to purchase within the first 90 days of new union membership.
• Tuition reimbursement.

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 competitive benefits package, including low-cost, high-coverage health insurance, generous time-off, and a competitive retirement plan. For a full list of benefits for GLC positions, please click here.

Discover moreabout working in Oregon state government byclicking here.

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, contact our Recruitment Team OYAjobs@oya.oregon.gov