Administrative Specialist 1 – Patrol Service Division (Oregon State Government)

Job Description

Initial Posting Date:

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Job Description:

The Oregon State Police in Salem, Oregon is hiring for one (1) Full-Time, Permanent Administrative Specialist 1 position.

Studies have shown that people from underrepresented backgrounds are less likely to apply for jobs unless they believe they meet all the qualifications and preferred skills described in a job description. We are most interested in finding the best candidate for the job and recognize that candidate may be one who comes from a less traditional background. If you meet key qualifications for the job and believe you would be a good fit, we encourage you to apply; please use your resume and cover letter to address your qualifications and the preferred skills for this position.

If you are a current OSP AFSCME employee and you wish to receive preference as an internal applicant, you must apply in Workday by end of day on 10/09/2024. If you apply after this time, you will not receive internal preference and your interview materials will be reviewed along with external applicants. This recruitment will remain open until 12/18/2024, or until filled, with application review dates occurring approximately every two weeks beginning 10/09/2024. We may close the announcement at any time after this date when we have received an adequate number of applications.

If you require an alternate format to complete the employment process, or to request a copy of the position description, please contact osp.recruiting@osp.oregon.gov and reference REQ-165824.

The salary listed is the non-PERS (Public Employee Retirement System) qualifying salary range. Prior to applying you should ensure all sections of your Workday Job History page is accurate and complete. This information is utilized during the pay equity analysis phase.

Summary of Job Duties:

You will provide administrative, operational and program support to Patrol Services Division operations, programs, and managers in order to meet program deadlines and accomplish Division goals and objectives. This includes drafting correspondence, creating reports, gathering statistical data, assisting with budget documents and special projects, and providing administrative support to all Division programs and operations.

In this position, you will prioritize daily and weekly workload to meet business expectations and timelines in accordance with department policies, rules, procedures, and Oregon laws. You will be responsible for knowing the expectations of the office and working independently with little to no supervision to fulfill those expectations with a high level of accuracy.

Minimum Qualifications/Eligibility Requirements:

Two years of secretarial or basic administrative support experience that includes records processing, generating documents, and gathering and sorting data;

OR

An associate degree in general office occupations and one year of experience with records processing, generating documents, and gathering and sorting data;

OR

An equivalent combination of education and experience.

Preferred Skills:

• Experience developing professional correspondence ensuring structure, grammar, spelling and general content is correct.

• Demonstrated ability to communicate effectively, both verbally and in writing, with internal and external stakeholders.

• Demonstrated proficiency using Microsoft Word, Excel, Outlook to include working with databases, auditing reports, and performing quality assurance.

• Ability to work both independently and collaboratively within a team environment.

• Experience providing excellent customer service to a variety of individuals in challenging circumstances.

This recruitment announcement will be used to establish a list of qualified candidates to fill the current vacancy and may be used to fill future vacancies as they occur.

The use of outside resources such as Artificial Intelligence software during applicant skill assessments, examinations, and/or interviews is prohibited unless otherwise stated by the hiring agency. Unauthorized use of outside resources during the hiring process will result in disqualification.

Special Qualifications:

• Must maintain a valid driver’s license, with no limitations.

• Must be LEDS certified at the Inquiry and Entry level or be able to obtain certification within 6 months of hire.

• Must be able to meet criteria to become State of Oregon Notary Public.

• May be required to participate in State sponsored training to become a SPOTS card (Department credit card) holder for assigned office.  Must meet criteria and attend necessary training.

Selection Process:

The process will be comprised of the following evaluation assessment (subject to change).

• Interview

How to Apply:

Apply in Workday by the deadline listed above, failure to submit your application by 11:59PM of the above listed date will result in automatic disqualification of your application. You must submit a resume demonstrating your experience as it relates to the minimum qualifications for the position. In addition to a resume, you must submit a cover letter – no more than two pages in length – addressing how you meet the preferred skills for this position. Failure to attach a resume addressing the minimum qualifications and a cover letter addressing the preferred skills will result in disqualification of your application. Please submit these documents in either MS Word or PDF format.

This position is covered by an AFSCME Collective Bargaining Agreement. Current OSP AFSCME Local 896 employees who meet the minimum qualifications of this position will be given preference in the selection process. Current OSP employees should refer to the Filling of Vacancies policy for additional information.

The Oregon State Police does not offer visa sponsorships.

Additional Information:

Diversity, Equity, and Inclusion at OSP

Background Hiring Information

Employee Benefits

Veterans Employment in State Government

Pay Equity Information & Resources

What You Need to Know to Get the Job