Administrative Services Manager, Supervisor Executive Assistant (Salem)

Initial Posting Date:

08/25/2025

Application Deadline:

09/03/2025

Agency:

Department of Corrections

Salary Range:

$5,505 - $8,097

Position Type:

Employee

Position Title:

Administrative Services Manager, Supervisor Executive Assistant (Salem)

Job Description:

Administrative Services Manager, Supervisor Executive Assistant

Santiam Correctional Institution (Salem)

Oregon Department Of Corrections

Are you looking to join a team of passionate professionals? Apply today to start your career as a Administrative Services Manager. This exciting opportunity is with the Oregon Department of Corrections (ODOC) at the Santiam Correctional Institution in Salem, Oregon.

If you are hired, you will become part of the department's management service; this position is not represented by a labor union. This position may be eligible for Police & Fire (P&F) benefits through Public Employees Retirement System (PERS), as defined by statute.

About The Job – Your Role

The Supervising Executive Assistant provides confidential, executive-level support, guidance, and project management to the SCI Superintendent, Executive Team, Administration, and staff. This position is responsible for planning, developing, leading, directing, monitoring, and evaluating the delivery of administrative programs and services. It requires the ability to make prompt, sound decisions to resolve complex issues, challenges, and questions related to program operations.

Reporting directly to the Superintendent, the Supervising Executive Assistant serves as the principal advisor on matters within the scope of these programs. The position functions independently and oversees the effective operation of the Administration Office, including Reception, the Mailroom, and the Superintendent’s Office.

This role is critical to the successful overall functioning of Santiam Correctional Institution. It provides leadership, supervision, and operational management under applicable laws, rules, policies, and procedures, and works closely with the Superintendent and Executive Management Team. The incumbent also collaborates and communicates with employees, labor organizations, contract staff, community members, external criminal justice partners, and other stakeholders to support and advance the Department’s mission.

Minimum Qualifications

Your application materials will be reviewed to verify that you have:

• Four (4) years of staff-level experience providing administrative support to management. The experience must include technical or analytical duties in the management of program goals and objectives; performing program or project planning; preparing, monitoring, or controlling budgets; or performing research and providing analytical information and/or recommendations used in management decision making. Two (2) years of this experience must have been performed in a supervisory or lead worker capacity.

A Bachelor's degree in Business Administration, Management, Public Administration or a closely-related field may be substituted for up to two (2)years of the required experience but will not substitute for two (2) years of supervisory or lead worker experience.

Preference may be given to individuals with experience in a specialty area specific to the position opening.

Requested Skills

• Ability to plan, coordinate, track, and evaluate multiple complex projects simultaneously across various functional areas.
• Skilled in preparing high-level correspondence, reports, press releases, and internal communications with accuracy and professionalism.
• Experience in managing and analyzing budgets, tracking expenditures, and preparing financial projections.
• Demonstrated ability to lead and supervise diverse staff, including hiring, performance management, scheduling, and training.
• Skilled in representing the agency to external stakeholders, managing media inquiries, public information requests, and community engagement.
• Ability to draft, review, and revise operational procedures and post orders to ensure compliance with agency policies and state regulations.
• Experience handling sensitive or confidential information with tact, diplomacy, and sound judgment.
• Conflict Resolution and Problem Solving -Proven ability to resolve issues independently, mediate conflicts, and make sound operational decisions.
• Proficiency in managing databases, tracking systems, and using technology to streamline administrative processes.
• Commitment to creating and supporting an inclusive, harassment-free work environment and promoting equity and respect in the workplace.
• Experience handling AIC or employee grievances, discrimination complaints, and ensuring adherence to timelines and regulations.
• Demonstrated success in providing support at the executive level, including calendar management, meeting coordination, and office oversight.

Preferred Skills

• Experience as a Public Information Officer.
• Experience managing grievance and discrimination complaints, including investigation, documentation, and ensuring compliance with relevant policies and procedures.
• Experienced in gathering, organizing, and preparing documentation to respond effectively to litigation claims and legal inquiries.

Required

• A valid driver’s license

Application Information

• In the Work Experience section of your application make sure to include the dates and duties of all relevant positions and details to support how you meet these attributes. If you do not include education or work experience meeting the minimum qualifications, you will not be considered for the position. Only the candidates whose experience most closely matches the qualifications and requested skills of this position will be invited to interview. Applicants must meet the minimum qualifications on or before the job posting close date.
• The job posting closes at 11:59 PM (PDT/PST) on the close date. After you submit your application, be sure to respond to the two questionnaires relating to public records requests and veterans’ preference immediately following your submittal. These questions are necessary to complete the application process.
• Please monitor both your email and Workday account for updates regarding this recruitment.
• As part of our selection process, we may require additional assessment stages, such as written exercises, to further evaluate candidates’ qualifications. Meaningful participation in these exercises is required for all applicants moving forward in the process. Failure to complete the required exercise(s) within the specified timeframe will result in disqualification from consideration. All candidates who successfully complete these screening stages and meet the necessary requirements will advance to the next stage in the selection process.
• Please save a copy of this job announcement for reference, as it is not available for you to view after the announcement deadline.

Working Conditions

This position is located at the Santiam Correctional Institution in Salem, Oregon. It involves daily contact with Adults in Custody (AICs) within a minimum-security correctional setting. The role requires assisting security staff during emergency situations as needed.

Occasional out-of-town and overnight travel for training and meetings is required. A valid driver’s license is also necessary.

About The Department

The Oregon Department of Corrections is responsible for over 12,000 adults in custody in 12 state prisons throughout Oregon. It advises and evaluates counties regarding administration of probation and parole programs supervising more than 24,000 offenders in Oregon communities. The mission is to protect communities, promote accountability, and transform lives.

The Oregon Department of Corrections serves a diverse and changing population of people who are incarcerated and on supervision. We commit to creating an organization both reflecting the diversity of the population we serve and ensuring all employees thrive in a culture of safety, trust, and belonging. We strive to be an anti-racist corrections system. Welcoming, inclusive, and respectful of all people. Free of discrimination, harassment, and retaliation.

The Department offers a variety of programs and opportunity to create a safe and healthy environment to for our staff, volunteers, and adults in custody. Joining the Oregon Department of Corrections is joining a team working for the benefit of our communities through innovative and proven correctional practices.

Benefits

The salary range listed above is for non-PERS qualifying applicants. PERS qualifying applicants may be eligible for an adjusted range to reflect an additional 6.95%.

The State of Oregon provides a generous benefit package, which includes:

• Family health, vision, and dental insurance
• Vacation, sick leave, and 11 paid holidays
• 21 days paid military leave for national guard and reserve components
• Optional short and long-term disability
• Term life insurance
• Fully paid retirement program
• Oregon Saving Growth Plan
• Flexible spending accounts for health and childcare
• And more

About The Process – What To Expect

• After the application deadline, a recruiter will review submissions for education and experience to identify candidates who best fit the minimum qualifications and requested skills.
• Top candidates will be referred to the hiring manager.
• The hiring manager will review your application and schedule interviews.
• Interview will be held with a panel of stakeholders who have completed panel assessment training. Scores will be determined based on predetermined questions and scoring guides. Preferences points will be applied in compliance with relevant laws and bargaining agreements. There may be multiple rounds of interviews.
• Final candidates will have a background check, PREA check, and reference checks.
• A Classification and Compensation analyst will review the Workday Application of the successful candidate to determine starting wages. Learn more about Equal Pay.
• A job offer will be extended through Workday to the successful candidate. Congratulations, and welcome to the team!

Requirements For Employment

The successful candidate for this position must pass a Criminal Justice Information Systems (CJIS) fingerprint-based background check and maintain CJIS eligibility. Due to CJIS requirements related to system access, there may be some felony convictions that could disqualify you for this position. However, having a felony record does not exclusively restrict you from being considered as an applicant. CJIS clearance is done at the conditional job offer. If you have questions about whether or not your criminal record could disqualify for you, please contact the recruiter for more information.

Additional Information – Please Monitor Your Workday And Email Accounts. You May Be Contacted Through Workday Or Have Additional Tasks To Complete.

Equity, Diversity, Inclusion, and Belonging (EDI&B) is embedded in the Department of Corrections core values. The department strives to be a model employer committed to promoting diversity, equity, inclusion, and belonging. Ensuring legal compliance, efficiency, and exceeding expectations to deliver the best public services.

We are proud to be an Equal Opportunity Employer. We evaluate qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran or protected veteran status, genetic information and other legally protected characteristics. Additional information can be found from The U.S. Equal Employment Opportunity Commission (EEOC) Know Your Rights.

The Oregon Department of Corrections is responsible for complying with the Federal Prison Rape Elimination Act (PREA 42 U.S.C. 1997). PREA prohibits the Oregon Department of Corrections from hiring, promoting, or contracting with anyone, (that will have direct contact with residents), who has engaged in, been convicted of, or been civilly or administratively adjudicated for engaging in sexual abuse in confinement settings. Learn more about PREA.

Under Oregon Law, qualifying veterans may apply for veterans’ preference. Review our veterans’ preference page for details about eligibility. Please note – if you are a veteran, you will receive a task in Workday to upload your documents immediately after you submit your initial application. You will have up until 24 hours after the posted application deadline to submit the appropriate documentation.

Questions

If you have questions about the position, selection process, or need accommodations to participate in the recruitment process please contact the recruiter and reference the requisition number.

Recruiter: Maria Arellano, Maria.A.Arellano@doc.oregon.gov

Reference Number: 186014

• Workday will timeout after 15 minutes of inactivity. You may lose progress on your application.
• Workday performs weekly maintenance Friday evenings, and the system may be down for several hours.
• ODOC does not offer visa sponsorship. Within three days of hire, applicants will be required to complete an I-9 and confirm authorization to work in the United States.
• This applicant list may be used to fill future vacancies. Application information may be used throughout the entire selection process. This process is subject to change without notice.
• This announcement is intended as a general descriptive recruitment guide and is subject to change. It does not constitute either an expressed or implied contract. The pay and benefits on all announcements may change without notice.