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| Post Code: D722 |
| Announcement Number: LECO0939 |
| Classification Number: C0102 |
| Open: 10/26/2009 |
| Close: 11/9/2009 |
| Location: Salem |
| Availability: Full Time |
OFFICE ASSISTANT 2 |
$2,090 - $2,727 MONTHLY
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GENERAL INFORMATION
This employment opportunity is with the Board of Parole and Post-Prison Supervision (BPPPS) in Salem. This recruitment will be used to establish a list of qualified applicants to fill the current vacancy only.
Due to budgetary shortfalls, the person appointed to this position may be required to take unpaid furlough days between September 1, 2009 and June 30, 2011.
Applicants will be subject to a Computerized Criminal History and Motor Vehicles Division check as well as a thorough background investigation. Adverse background information may be grounds for disqualification.
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The Board of Parole and Post-Prison Supervision works in partnership with the Department of Corrections, local supervisory authorities and other public safety partners to protect the public and reduce the risk of repeat criminal behavior. The Board imposes prison terms and makes release decisions on offenders whose criminal conduct occurred prior to November 1, 1989; sets conditions of supervision for all offenders being released from prison; imposes sanctions for violations of supervision; and determines whether discharge from parole supervision is compatible with public safety. The Board’s decisions are based on applicable laws, victims’ interests, public safety and the recognized principles of offender behavioral change. This position works as a member of a team of 15 staff dedicated to improving public safety. The team is composed of three full-time Board members, an executive director and 11 staff members.
TO QUALIFY
Your PD100 application form will be reviewed to verify that you meet the qualifications stated in this section. To receive credit, your application form must clearly show that you have:
- completion of courses or training in office technology; OR
- one year of general clerical experience; OR
- an equivalent combination of training and experience.
If you qualify, see THIS IS THE TEST section of this announcement.
DUTIES AND RESPONSIBILITIES
This position has primary responsibility for filing all documents required by the Board, ensuring that they are properly filed in the appropriate inmate or offender’s file; that all files are accounted for and can be easily retrieved; that all requests for Board records or files are properly handled following applicable laws, rules and agency practice. Major duties:
- Manually file incoming materials in appropriate offender files according to timelines specified and in appropriate state identification (SID) number and alphabetized order, using interchanged color coding and numbering to protect confidentiality of records. Search computer for SID number when documents arrive without this number. Purge duplicate records. Retrieve and deliver offender files requested by Board members and staff within 24 hours of request and replaces incoming files in prescribed order on file shelves within 24 hours of return to the Records Office. Maintain strict confidentiality. Ensure that confidential materials to be disposed are placed into proper receptacles and properly removed by private vendor for confidential shredding. Maintain current computer listings provided to records office and corrects discrepancies in these listings. Maintain security of physical setting. Monitor offender file locations and maintains information in database. Manually search for and locates missing files. Participates as member of the agency team, cross-training and finding creative solutions to the challenges of growing workloads in an environment of limited fiscal resources. Keep office organized and clean;
- Respond to telephone inquiries from criminal justice agencies, attorneys and members of the public. Explain or clarify rules, processes and procedures. Prepare complex packets for the Department of Justice and others, extracting pertinent information from offender files for response to court ordered subpoenas. Respond to public records requests, providing photocopies or scans of releasable documents after payment has been received. Complete file disclosure form for review and approval. Contact agency staff, other agencies, and the public in person, in writing, by phone, by fax and by e-mail to obtain information to complete processing of records requests. Schedule appointments for file viewing. Copy and distribute hearing tapes upon request. Enter document/hearing tape requests in database for statistical/tracking purposes;
- Provide primary back-up to Board Receptionist position, responsible for all duties as needed. Provide LEDS inquiry-level assistance to the agency, including conducting regular LEDS audits. Other duties as assigned.
WORKING CONDITIONS
- Share the mission, vision, and core values of the Board;
- Serve as a role-model of pro-social behavior and have an attitude that conveys dignity and respect in the treatment of others;
- Requires direct and indirect contact with inmates and offenders;
- Occasional interactions with angry and verbally abusive members of the public;
- May require occasional evening and weekend work;
- Have a valid driver’s license and good driving record or an acceptable alternate means of transportation; and
- NOTE: This is a physically demanding job. Work is performed in an office setting requiring repetitive grasping, pulling, lifting and pushing of files of various weights in a filing system that requires frequent climbing of stepstools and ladders. Some work is done sitting at a computer terminal, standing at copiers, and pushing file carts. Requires the ability to lift 30-50 pounds, the ability to be on your feet all day, with prolonged standing, continual reaching and bending in confined spaces.
BENEFITS
Discover all the benefits that are available to Oregon Board of Parole & Post Prison Supervision's employees such as medical, dental, life, and disability insurance coverage. Employees receive paid time off, retirement benefits and access to participation in the Oregon Savings Growth Plan.
TO APPLY
You must submit a State of Oregon application form (PD100) and answers to the test questions below. The Oregon Department of Corrections provides support to the Board. If you have a disability and need an accommodation in the application process, contact the Department of Corrections at (877) 888-5234. You can get a state application form from any local State Employment Office or by the Internet: http://www.odocjobs.com
THIS IS THE TEST
Attach a cover letter (not to exceed one page, single-spaced in 12-pt type) with your answers in which you describe your work experience (paid or unpaid) and training which relates to each question. Be sure that the jobs where you gained the experience that you describe in your answers are listed in the work history section of your application form. Answer and each question separately and number your answers to correspond with the question. Your application will not be accepted if it is incomplete.
Evaluation of your experience and training and your answers to the following questions will identify which applicants will be invited for interviews.
- Describe your experience that has prepared you for this position, including your experience at and your philosophy of working as part of a highly interactive team.
- Describe your experience working with confidential information and responding to public records requests.
VETERANS PREFERENCE POINTS
 Veterans Preference Points are awarded to eligible veterans seeking employment with the Oregon Board of Parole and Post-Prison Supervision. Veterans must provide appropriate documentation to qualify for these additional preference points and must submit the documentation with each application.
Required documentation must include:
- a copy of the DD214/215 for the five (5) point preference; OR
- a copy of the DD214/215 and a public employment preference letter from the United States Department of Veterans’ Affairs for the ten (10) point preference.
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SUBMIT YOUR APPLICATION MATERIALS TO:
Department of Corrections
ATTN: Janelle Brown, Recruitment Analyst
1793 13th Street SE, Suite 1
Salem, Oregon 97302-2599
FAX: (503) 378-5449 or email odocjobs@doc.state.or.us
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Notice of results will be sent by mail. Although agencies are not required to delay their selection process, you may request a review of the results. Your request must be received within 10 days from the date of the notice. Additional information cannot be accepted. However, if the recruitment is still open, you may submit a new application, which must be received in our office by the close date.
Application materials must be received by 11:59 PM on the close date. Submit only the required materials. Reference letters, resumes or work examples should be kept for interviews. The Dept. of Corrections cannot be responsible for materials that are illegible or missing as a result of transmitting by FAX or which may be lost through the mail. We are unable to verify receipt of your application materials due to the volume of applications received daily. If you fax your application, please forward a hard copy by mail.
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KEEP A COPY OF YOUR APPLICATION FOR THE JOB INTERVIEW.
COPIES ARE NOT PROVIDED.
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The Board of Parole and Post-Prison Supervision is an equal opportunity, affirmative action employer, committed to selecting, training, supporting and empowering a competent and diverse workforce.
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