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Administrative Specialist

Full Time
  • Full Time
  • Bend, OR
  • Salary: $3,020 - $4,462/mo.

Website State of Oregon Military Department

Job Description:

The Oregon Military Department is a state agency that supports the Oregon National Guard. You are NOT required to be a member of the Oregon National Guard to apply for this position.

The Oregon Military Department is recruiting for an Administrative Specialist 1 This is a permanent full-time state position located at our Oregon Youth Challenge Program (OYCP) in Bend, Oregon.

This position is represented by the American Federation of State, County and Municipal Employees’ (AFSCME) union.

NOTE: 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.

OMD is committed to diversity.  Diversity efforts to reinforce respectful treatment of others in the workplace. These efforts focus on identifying ways to work better together, reducing conflict by increasing understanding, improving collaboration, fostering teamwork, and increasing productivity and quality of services delivered by OMD.

What You Will be Doing

This position is a direct service case manager supervising and monitoring approximately 50 cases of graduates.  During the residential phase the AS1 case manager assists cadets in CAP development, conducts mentor / mentee training and the Mentor Match Ceremony.  The AS1 case manager coordinates reporting, validates data, develops resources and problem solves issues between mentors and mentees during the post residential period.

Working Conditions

Occasional lifting and physical exertion are necessary to perform tasks and duties. Required to work various shifts; days, early evenings, weekends and some holidays; Subject to periodic overnight travel. Frequently comes in contact with cadets, parents and the general public.  May be required to transport Cadets in State-owned vehicles.

Extensive sitting, extensive computer work, extensive phone use, writing and documentation.  Regular evening and weekend work is required.

What You Need to Qualify

Two (2) years of secretarial or basic administrative support experience that includes records processing, generating documents, and gathering and sorting data.


An associate degree in general office occupations


One (1) year of experience with records processing, generating documents, and gathering and sorting data.


An equivalent combination of education and experience.

Desired Skills/Special Qualifications

Experience with Microsoft Word, Excel, Publisher, and Outlook
Must be proficient with computers to include email and the creation of reports and spreadsheets.  Database system training and proficient within 30 days.

Must have excellent phone skills, speaking skills and be able to work independently.

Ability to make decisions independently and follow through on decisions fairly and objectively.

Additional Requirements

Possess and maintain a valid Oregon Driver’s License.

NOTE: If applying from out of state, please be prepared to provide a 3-year driving abstract from your local Department of Motor Vehicles.

Pass a fingerprint-based criminal background check. All employees in this classification/position, shall be subject to testing for the use of prohibited drugs and must pass a pre-employment drug screening test.

OYCP staff are required to abide by ORS 333-019-1030 (COVID-19 Vaccination Requirements for Teachers and School Staff) which requires vaccination against COVID-19 for teachers and school-based program staff as a condition of employment. An applicant would be required to show proof of being fully vaccinated prior to employment. The agency may consider requests for exceptions to the mandate for medical reasons or sincerely held religious beliefs and the agency would take reasonable steps to ensure that unvaccinated school-based program staff are protected from contracting and spreading COVID-19

Conditions of Employment

Employee is required to maintain a CPR / First Aid Certification

Employee is required to maintain a drug/alcohol free workplace in accordance with OMD Drug/Alcohol CPM’s, Policies, and the Statewide Drug Free Workplace Policy 50-000-01.

Work Experience

The work experience section of your application must include a clear description of your experience to determine if you meet the required skills (minimum and special qualifications) and at what level you meet the requested skills. Your answers to supplemental questions about your specific experience must also be supported in the work experience statements in your application form and, if requested, your resume. Supplemental materials such as cover letters and/or a resume will NOT be used to determine candidate’s qualifications.

Work experience is based on a 40-hour work week. (Example: 20 hours a week for one year would equal six-months of work experience.

You Must Download the Following to Your Application

(Failure to attach the required documents may result in your application not moving forward in the process)

A current resume that clearly describes your experience and/or education related to the requirements of the position and demonstrates that you meet the minimum requirements of the position as listed.


A cover letter that clearly addresses how your education and/or experience relates to the Requested Skills, Duties and Responsibilities section of this announcement. Qualified applicants whose background most closely matches the requested skills will be invited to interview.

The Oregon Military Department is an Equal Opportunity, Affirmative Action employer, committed to a diverse workforce with equal opportunity programs.

Additional Information

  • Only complete applications will be considered. Be sure to answer all supplemental questions completely and to show your experience in the Work Experience section of your application. The selection process will consist of an evaluation of experience and training.
  • All final candidates using education to meet minimum qualifications MUST attach a copy of their transcripts to this application.
  • This announcement closes at 11:59PM on the close date listed.
  • The successful candidate for this position will be subject to a LEDS check.
  • Unfortunately, at this time the agency is unable to support requests that would require a visa.
  • If you are a current State of Oregon employee, you must apply through your employee Workday profile. employee Workday profile
  • Workday does not pull your work history from your profile; you MUST list your current work experience on your application for it to be considered. No additional work history or job duties will be accepted after this announcement closes.
  • After you submit your application, you will have additional tasks to complete in Workday. Please continue to check your Workday account throughout the recruitment process.

What We Have to Offer You

Great Benefits- The State of Oregon offers a competitive and affordable health and benefits package, including excellent medical, vision and dental coverage. competitive benefits package.
Work Life Balance- 12 Paid holidays, and personal business leave, as well as paid and accrued vacation leave and sick leave.
Additional Benefits- In addition to standard medical benefits and employee leave, the state also provides additional optional benefits, such as basic life insurance, short-term disability, long-term disability, deferred compensation savings program, and flexible spending accounts for health care and childcare expenses.
Career Development – Learn new skills, On-the-Job Training, Great Team Environment, and a sense of belonging. With Oregon Military Department, you will feel excited about the work you do and feel valued for your contribution and collaboration.
Our Team- The Oregon Military Department is a team of diverse, dedicated, and collaborative individuals that work together to support our states Army and Air National Guard. Visit our agency website at

Need Assistance?

If you require an alternate format to complete the employment process, you may call Recruitment Services at 971-355-3984. Please be prepared to leave a message describing the alternate format needed.

Veteran Percentage Points

Since the time of the Civil War, Veterans of the Armed Forces have been given some degree of preference in appointments to government jobs. In recognizing the sacrifices made by those serving in the Armed Forces, Congress enacted laws to prevent veterans seeking employment from being penalized because of the time spent in military service. To receive veterans’ preference points, when you answer “yes” you are a veteran, you will receive a task from your Workday account requesting you to upload your military documents. Please do NOT attach your military documents to your initial application.

To qualify for 5 points

A copy of your DD214/DD215 showing honorable discharge from active duty.

To qualify for 10 points
A copy of your veterans’ disability preference letter from the Dept. of Veterans Affairs showing honorable discharge from active duty and that you have a service-connected disability.

For Transitioning Service-Members

A “working” Copy of your DD215-DD215 (typically Member-4) showing under honorable conditions discharge from active duty within 120 days or Less from Ending Term of Service (ETS) date.

For additional detailed information regarding Veteran Preference Point Laws visit:

Pay Equity

As an employer, the State of Oregon complies with HB 2005 Pay Equity. We do not discriminate based on protected class in the payment of wages, and we do not screen applicants based on their current or past compensation. We determine salary from applicable professional experience and education.

Please visit: for more information.

The Fine Print

  • Warning! The system will timeout after 20 minutes of inactivity. You must submit your application after you begin the process – you cannot save your progress and come back to it later.
  • Workday performs weekly maintenance Friday evenings, and the system may be down for several hours. Please plan accordingly.
  • We may also use other factors to help us decide who will move forward, such as your related work experience, education, and overall professionalism of your application materials.
  • 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.
  • Application information may be used throughout the entire selection process.
  • This process is subject to change without notice. The pay and benefits on all announcements may change without notice.

Contact Information

Shawn Potapoff

To apply for this job please visit

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