Administrative Specialist 2 (Hybrid Telework)

Oregon Youth Authority (OYA) is looking to hire an Administrative Support to assist the Facilities Manager and Maintenance and Operations Supervisors in the ongoing operation of OYA's Physical Plant Operations (PPO) department. You will perform administrative support, research, analysis and evaluation in support of the PPO program.

Your role:

• Establishes, monitors, documents and otherwise maintains controls necessary in carrying out lawful program activities.

• Assist in the research, analysis and/or evaluation in support of specialized program activities.

• Drafts a variety of correspondence, reports or other documents.

• Takes minutes at meetings.

• Organizes and maintains filing systems.

• Makes travel arrangements.

• Assists in preparation of Capital Projects Advisory Board reports, Legislative Session reports and drafting interagency agreements.

• Assists in developing and implementing short- and long- term physical plant goals.

• Prepares and tracks department performance measures.

• Develops policies and procedures related to the maintenance and operation of OYA’s statewide facilities, monitors security inventories of equipment, tools and supplies.

• Reviews work order requests via PPO’s computerized maintenance management system. 

• Tracks budget and project documents in regards to assigned PPO projects.

• Gathers loss data, photographs and reports; evaluates information and prepares claims for DAS Risk Management which includes a thorough analysis of incidences.

• Works with DAS Fleet Services and agency managers in the administration of the OYA motor vehicle fleet.

• To request a copy of the position description, which includes all duties and working conditions, please email OYA HR Recruiter.

Additional Information:

• Telecommute/Remote Work: This position is eligible for part-time (flexible) telecommute/remote work. This position is based at our Central Office in Salem, Oregon and may be required to come in to the MacLaren Youth Correctional Facility in Woodburn, OR on an as needed basis and/or to travel to facilities/field offices throughout the state.
• Representation: This position is represented by the Service Employees International Union (SEIU/OPEU).
• Relocation: Possible relocation assistance may be available.
• This recruitment may be used to fill future vacancies.

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!

Please take a moment to watch this quick video about Oregon Youth Authority, our team and our culture bit.ly/work4OYA. For more information please visit www.oregon.gov/oya.

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 great work/life balance with flexible work schedules on most positions and a competitive benefits package, including low-cost, high-coverage health insurance, generous time-off, and a competitive retirement plan.

Discover more about working in Oregon state government by clicking here.

What You Need To Qualify

• two years of experience as an administrative specialist or executive support specialist which included administrative support for a project, program, or operation. Administrative support includes those duties beyond clerical/secretarial such as: interpretation of laws, rules, and regulations; administrative data collection and analysis; and evaluation of projects, processes, and operations; OR
• an equivalent combination of training and experience.

Note: One year of postsecondary education may be substituted for up to one year of the experience.

Special Requirements

• Driver's License: Driving is an essential function of this position. A valid driver license and an acceptable driving record are required for this position. We will conduct pre-employment driving records checks on our final candidate(s).

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 of these qualities to be eligible for this position.

• Demonstrated excellent customer service experience

• Experience working with Building maintenance work order system (opening, closing, tracking)

• Data entry experience in Computerize Maintenance Management Systems (CMMS)

• Demonstrated experience tracking information for building maintenance departments such as asset inventory, budget/financial, department's projects and tasks, energy use (electricity, water, gas, etc.), building life safety system inspection (fire alarm, fire suppression, etc.)

• Experience with purchase orders. (creating, tracking, etc.)

• Experience with maintaining managers' schedules and priorities and coordinating meeting logistics

• Proficient with Microsoft Office Word, Excel and PowerPoint or similar software.

• Experience with emergency action plan maintenance and development

• Two years or more experience with building maintenance departments.

How to apply:

• Complete the application fully.
• Complete the questionnaire / supplemental questions.
• After you submit your application please respond to the public records request authorization and gender identity questionnaire. This step will come after you submit and will complete the process. If you are an employee, the tasks will come to your Workday inbox.

• If you are a veteran, you may receive preference. Click here for more information about veterans’ preference. The task to claim preference will come after the public records request and gender identity questionnaire tasks. Click here for a guide on how to upload your documents. For privacy reasons, please do not attach your DD214/DD215/civil service preference letter to your application or combine it with any other required document attachments.

Good Information To Know:

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 503-373-7301. 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 OYA employees are required to submit to a two-step TB test to establish a TB free "base line." If offered employment and you accept, OYA will offer you the TB testing, and if you refuse, OYA will require the necessary documentation from your personal health care provider as a condition of employment.

All positions in OYA will require the incumbent to serve as a "mandatory reporter" of child abuse.

http://www.oregon.gov/oya