Administrative Specialist , ISDS Coordinator; Portland

Administrative Specialist 2, ISDS Coordinator (Portland)

Columbia River Correctional Institution – Portland, Oregon. Oregon Department of Corrections. Are you highly organized, detail-oriented, and ready to make a meaningful impact? We are seeking an Administrative Specialist 2 to join our team at Columbia River Correctional Institution. This position plays a critical role in supporting facility operations, staff scheduling, and adult in custody activities. If you thrive in a fast-paced environment and enjoy balancing complex administrative tasks with problem-solving, this is the opportunity for you!

• Support Facility Management:
  Work closely with CRCI/SFFC leadership to provide confidential administrative assistance in a dynamic office environment.
• Manage Staff Deployment:
  Administer the Institution Staff Deployment System (ISDS) to create balanced security staff rosters, coordinate payroll, process leave requests, and oversee annual training schedules.
• Coordinate Adult in Custody
  
  Activities:
  
  Organize and maintain programs such as enhanced visits, tournaments, educational classes, and skill-building sessions. Serve as liaison for clubs and special interest groups, ensuring safe and compliant operations.
• Oversee Scheduling & Bidding:
  Implement union labor agreements for shift and vacation bidding, post notices, and guide staff through the process.
• Maintain Accurate Records:
  Prepare staffing reports, monitor time and attendance, reconcile payroll discrepancies, and provide data-driven insights to leadership.
• Ensure Compliance:
  Interpret laws, rules, policies, and labor agreements to maintain accuracy and fairness in scheduling and reporting.

This position is represented by American Federation of State, County, and Municipal Employees (AFSCME). This position may be eligible for Police & Fire (P&F) benefits through Public Employees Retiree System (PERS), as defined by statute.

• Three years of secretarial or administrative support experience that includes coordinating office procedures, preparing narrative and statistical reports, and administrative data collection and analysis.
• An associate degree in general office occupations and two years of secretarial or administrative support experience that includes coordinating office procedures, preparing narrative and statistical reports, and administrative data collection and analysis.
• An equivalent combination of education and experience.

• Proven ability to create and maintain balanced rosters using ISDS or similar systems while meeting deadlines and minimizing overtime.
• Skilled in managing timesheets, reconciling discrepancies, and preparing accurate overtime reports within payroll timelines.
• Understanding of union labor agreements and organizational policies to ensure compliance in scheduling, bidding, and leave processes.
• Ability to use Excel for complex data analysis, pivot tables, formulas, and reporting to support staffing forecasts and audits.
• Proven track record of handling sensitive information discreetly and maintaining compliance with privacy protocols in a correctional environment.
• Skilled in planning and executing adult in custody activities, ensuring safety, budget compliance, and alignment with DOC guidelines.
• Ability to clearly communicate with executive leadership, managers, and staff; provide guidance on ISDS and scheduling impacts.

• In the Work Experience section of your application make sure to include the dates and duties of all related 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…