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| Post Code: D722 |
| Announcement Number: LECO0944 |
| Classification Number: C0104 |
| Open: 11/18/2009 |
| Close: 12/2/2009 |
| Location: Umatilla |
| Availability: Full Time |
OFFICE SPECIALIST 2 |
(Hearings Support Specialist)
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$2,614 - $3,411 MONTHLY
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GENERAL INFORMATION
This employment opportunity is with the Oregon Department of Corrections (DOC) Office of the Inspector General, Hearings Unit located at the Two Rivers Correctional Institution (TRCI) in Umatilla. This recruitment will be used 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.
The State of Oregon is moving to an online application system, Oregon E-Recruit System (OERS). All branches of state government (Executive, Judicial, and Legislative) will be transitioning to this system from now until Spring 2010. During this transition, all current employment opportunities can be found at www.oregonjobs.org. Please pay special attention to the Application Instructions in the announcement to ensure your application materials are submitted correctly.
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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:
- two years of general clerical experience, one year of which included typing, word processing, or other experience generating documents; OR
- an Associate's degree in Office Occupations or Office Technology; OR
- graduation from a private school of business with a Certificate in Office Occupations or Office Technology and one year of general clerical experience.
College courses in Office Occupations or Office Technology will substitute for the required experience on a year-for-year basis.
If you meet the minimum qualifications listed above, see the THIS IS THE TEST section below.
DUTIES AND RESPONSIBILITIES
The primary purpose of this position is to provide timely preparation and distribution of hearings records and inmate appeals of disciplinary action for the Hearings Unit. Major duties:
- Reviews new misconduct reports daily. Coordinates and schedules inmate disciplinary hearings. Request earned time available for retraction from the Offender Information & Sentencing computation section (OISC) for all Level I violations and, when appropriate, for Level II violations. Performs data entry of various sections for the findings of fact into the Disciplinary Misconduct System (DMS). Proofreads and may suggest edits of material for general clarity, grammar, spelling and punctuation. Forwards signed Findings of Fact to the superintendent for his/her review and final order. Photocopies and distributes completed cases as appropriate. Distributes copies as appropriate to staff and inmate, Records Office and hearings file. Types a variety of complex hearings officer records and reports. Establishes priorities to ensure all hearings records, notices, etc., are completed within the prescribed time lines. Creates files of all information related to hearings. Establishes a file on each inmate who has received or sustained a major disciplinary report, including accompanying memorandums, State Police reports, investigative reports, etc., any may make appropriate entries in the inmate’s permanent file. Updates files with regard to discharges, paroles, etc., and purges files every two years in accordance with the rule on Prohibited Inmate Conduct;
- Responds to representative of the Attorney General’s Office and Criminal Justice components. Occasionally, types verbatim transcripts, copies paperwork/tapes on cases requested by the Attorney General’s and Criminal Justice components needed to facilitate Habeas Corpus or other court-related cases in which the Attorney General’s Office or Criminal Justice components need information. Maintains strict confidentiality of records and refers any non-routine requests to the Hearings Officer or Hearings Administrator for direction or response. Schedules and assembles case documents, and enters callouts for Administrative Segregation, Special Management Unit and Transitional Leave hearings. Types from rough draft/dictation the findings of fact for these hearings. Obtains hearings officer’s review and signature and forwards to the appropriate Assistant Director or releasing authority for his/her review and final order. May be required to prepare a written transcript of the hearing. Establishes a file on each inmate who has received an Administrative Segregation, transitional leave, and Special Management Unit hearings and supporting documentation in the Hearings Sections. After Findings of Facts are signed by the Superintendent or releasing authority, photocopies and distributes as appropriate; and
- Provides administrative support to on-site and other hearings staff upon their request on an as needed basis. Duties may include filing, typing, photocopying of documents and/or training materials. Assists Hearings sections from other DOC facilities as necessary and may be required to travel to the institution and stay overnight in the area. Answers telephones, takes messages, and directs callers to appropriate staff. Reviews and forwards written requests, for information to the appropriate office. Answers questions regarding Hearings’ policies, procedures or hearings results as appropriate. Responds to inmate communications. May take minutes at hearings staff meetings as requested. Orders office supplies and schedules maintenance as needed for office equipment and work area. May make travel arrangements and reservations for Hearings Section staff as needed. Prepares monthly statistical reports as required. Works with the Administrator’s office on assignments and projects as required.
WORKING CONDITIONS
- Will be expected to share the mission, vision, and core values of the department;
- Requires being a role-model of pro-social behavior and having an attitude that conveys dignity and respect in the treatment of others;
- Must be able to acknowledge that everyone is capable of positive change;
- Incumbent has inherent custodial duties that may include the charge and control of inmates involving hearings and other assigned tasks, which can pose a risk of physical injury;
- Will assist the institution as a team member in the prevention of escapes by proper control of keys, tools and other critical materials and contraband as well as documenting usual incidents as they occur;
- May require climbing stairs;
- Contact with adult felons or hazards in a general office environment;
- Subject to call-back in the event of an emergency and assignment to any position at the institution;
- Although of minimal risk, major disturbances, insurrection and riot are possibilities that may result in bodily injury to the person in this position;
- May be required to work within any of the maximum, medium, or minimum-security prisons/facilities; and
- May require travel, including over night travel, to a facility other than that to which the person in this position is normally.
BENEFITS
Discover all the benefits that are available to Department of Correction'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.
This position is subject to membership in PERS under designation of police officer due to custody, supervision, and control of inmates in a penal setting
TO APPLY
You must submit a State of Oregon application form (PD100) and answers to the test questions below. Only those applicants most closely meeting the needs of the position will be contacted for interview. 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
Upon hire, employees are required to complete the Department of Homeland Security Form I-9 confirming authorization to work in the United States.
THIS IS THE TEST
Attach a cover letter (typed, not to exceed one page) 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.
1. Describe your experience working as a member of a team. What attributes do you possess that are valuable to a team?
VETERANS PREFERENCE POINTS
 Veterans Preference Points are awarded to eligible veterans seeking employment with the Oregon Department of Corrections. Veterans must provide appropriate documentation to qualify for these additional preference points and must submit the documentation with each application. The DD215 must accompany the DD214 that was modified. Only DD214 Member Copy 4, Service Copy 2 and Service Copy 3 are accepted to verify character of service. Other copies will not be accepted and points will not be awarded.
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
Salem, Oregon 97302-2599
FAX: (503) 378-5449 or 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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