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| Post Code: D723 |
| Announcement Number: LECO0948 |
| Classification Number: C0103 |
| Open: 11/20/2009 |
| Close: 11/30/2009 |
| Location: Salem |
| Availability: Full Time |
OFFICE SPECIALIST 1 |
$2,255 - $2,849 MONTHLY
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GENERAL INFORMATION
This employment opportunity is with the Oregon Department of Corrections (DOC) Behavioral Health Services section at the Oregon State Penitentiary located in Salem. 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:
- completion of courses or training in Office Technology; OR
- one year of general clerical experience which included typing, word processing, or other generation of documents; OR
- an equivalent combination of training and experience.
Preference will be given to applicants who have experience in a mental health office setting.
If you meet the minimum qualifications above, see THIS IS THE TEST.
DUTIES AND RESPONSIBILITIES
The purpose of this position is to provide secretarial support, perform various other clerical duties as assigned and order, receive and stock office and treatment supplies to maintain required treatment activities at OSP. Major duties:
- Pull medical records for providers and return to medical. Read, sort and distribute incoming and outgoing mail. Organize and maintain filing systems. File documents in medical records, policy, procedures and other manuals. Schedule call outs for mental health specialists, prescribers and contractors. Schedule program space assignments. Order office supplies according to purchasing procedures, maintain updated inventory lists for computers and printers and schedule routine and emergency maintenance for copiers. Coordinate pre-employment interviews and post-interview letters. Print daily movement and housing reports. Coordinates HIV/HCV activities by receiving court orders, self referrals, scheduling call-outs, maintaining supply of materials for contractors, scheduling space, scheduling lab call-outs, tracking results, and ensuring 100% accuracy due to sensitive nature of results. Acts as liaison between HIV/HCV counselors on-site and the Central BHS ADMIN;
- Track provider service reports and follow up on discrepancies. Schedule groups and record group attendance. Establish universal waitlists for groups: add, delete, or change information in computerized system to maintain accurate, complete, and current information. Contact agency staff or other agencies, in writing or by telephone to obtain information to complete processing of documents. Compile statistics and prepare a variety of reports and memos from draft or general instructions, process timesheets and contractor invoices. Maintain confidentiality of medical records. Organizes and maintains filing system;
- Compose and type a variety of correspondence, reports, meeting minutes and memos and distribute accordingly; determine proper format and mode for letters and reports. Proofreads documents for general clarity, punctuation, grammar, spelling, capitalization, and typographical errors. Update, combine and purge archives following established archiving programs, guidelines and procedures; and
- Monitor inmates who are assigned to work in common office areas.
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;
- Work is performed in an adult male prison and you may be exposed to and in contact with convicted felons who may become physically and/or verbally abusive;
- May work alone with inmates out of visual range of security staff;
- Vigilance and awareness are required to maintain an environment that reduces the chance of aggressive or high anxiety inmate behavior; and
- Hazards involving contact with mentally or emotionally disturbed offenders in a prison setting.
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.
TO APPLY
You must submit a State of Oregon application form (PD100) and answers to the test question below. 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. This position works in a mental health office environment. Describe your experience in an mental health office setting and your role.
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 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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