We invite you to join our team at the Oregon Public Defense Commission and become an integral part of our success story! We are seeking multiple, proficient Administrative Specialists (Bilingual: English/Spanish, preferred) professionals for offices in the following locations: Portland, Medford, and Salem . The ideal candidate will exemplify excellent communication skills and the ability to multi-task effectively in a fast-paced environment. If this career opportunity aligns with your passion and goals, we encourage you to take the first step and apply today!

**This recruitment is scheduled to be open until all positions are filled and may be closed at any time. **

W HO WE ARE

The Oregon Public Defense Commission (OPDC) is a 13-member commission appointed by the Chief Justice of the Oregon Supreme Court based on input from all three branches of Government. The Commission serves as the governing body for Oregon’s public defense system. The Commission provides policy direction and oversight for the administration of the system. The legal services provided by OPDC represent an essential component of Oregon’s public safety system .

The mission of OPDC is to ensure constitutionally competent and effective legal representation for persons eligible for a public defender .

The office includes the Executive Division, the Appellate Division, the Trial Division, the Trial Development & Resources Division, and the Administrative Services Division. The agency negotiates contracts with trial level public defense providers and administers and distributes funds for representation and related services for cases during the biennium for criminal, juvenile, and civil commitment cases. The agency provides compliance and oversight to the trial community providers through quality assurance practices, training, and education . Financial Services processes all expenses related to representation in public defense cases. The Appellate Division provides direct legal representation in the state appellate courts in criminal cases, juvenile dependency and termination of parental rights cases, and parole cases. Other services in the agency include, Data Collection and Analysis, General Counsel, Human Resources, Information Technology Services, Internal Audit, and Policy Development .

WHAT YOU WILL DO

The Administrative Specialist will act in an administrative capacity to assemble, organize, and preserve discovery and case materials in support of client and Trial Office needs .

DUTIES

Administrative Discovery and Case Management Support

• Assemble, organize, and preserve discovery and case materials,

• Handle incoming notifications for new discovery to be added to the database,

• Receive e-discovery/physical documents/data storage devices,

• Accurately chronicle all discovery/evidence produced to the defense,

• Process e-discovery and physical discovery, upload or scan and enter e-discovery into our on-line database (or make available through alternative method), preserving original data,

• Review discovery and case materials to determine what information needs to be redacted to comply with Oregon Victims' rights and Oregon law before disclosing to clients,

• Use case management system to create and modify discovery letters,

• Collect, compile, process, and distribute discovery and case materials to attorneys, clients, staff, and other agents of the defense team,

• Identify additional evidence that is mentioned in reports that has not yet been requested from law enforcement agencies,

• Assist clients, staff, and agents of the defense with access to case materials,

• Assist attorneys with preparation for hearings and trials,

• Collaborate with attorneys to review, organize indexes, redact, and prepare pertinent evidence for disclosure/discovery and for use in court,

• Utilize several software and case management systems to organize photos, video, and audio files received from law enforcement agencies,

• Flag relevant, probative footage frames of either an inculpatory or exculpatory nature for further review by paralegals and attorneys,

• Digitize case files, designate electronic storage locations and create hyperlinks to assist attorneys with easy access and create a detailed table of contents for video redaction including what was redacted and the reason,

• Download evidence from secure servers and portals, convert to universal file extensions, and import into compatible redaction software programs based on the file type and itemize and index each item of evidence,

• Update and modify discovery logs with Bates numbers, pertinent dates, and locations of items, as well as notes about specific items from law enforcement agencies,

• Collaborate with attorneys, paralegals, and IT to ensure uniformity of procedures and practices Office-wide relating to discovery,

• Maintain documentation regarding work processes and cross-train staff as appropriate,

MINIMUM QUALIFICATIONS

Three (3) years of administrative support experience that includes coordinating office procedures, preparing narrative and statistical reports, and administrative data collection and analysis, OR

An associate degree in general office occupations and two (2) years of administrative support experience that includes coordinating office procedures, preparing narrative and statistical reports, and administrative data collection and analysis, OR

An equivalent combination of education and experience.

SALARY RANGE

$ 4,233 - $5,665

THE TOP 5 DESIRED ATTRIBUTES FOR THE ADMINISTRATIVE SPECIALIST ROLE

The most competitive candidates will possess the following attributes, experience, and knowledge.

• Bi-lingual, Spanish/English speaking and writing, preferred.

• Demonstrated excellence in customer service.

• Must have strong and clear communication skills (written, verbal, non-verbal, listening)

• Ability to multi-task and demonstrate flexibility through prioritization and problem solving.

• Must be highly organized and resourceful.

• Strong attention to detail.

• Proficiency with Microsoft tools.

WHAT’S IN IT FOR YOU

You will become part of an innovative and strategic group of professionals and enjoy a competitive salary and benefits package!

• An agency that supports and encourages work/life balance and overall wellness.

• Generous benefits package including, employer-paid health insurance, vacation, and sick leave, eleven paid holidays, three paid personal days, flexible spending accounts, and an employer contribution retirement plan ( PERS ).

• The posted salary range is the total possible range for the classification. Candidates are screened through a Pay Equity process that evaluates various factors . Please see the Pay Equity website for more information.

RECRUITMENT TIMELINE

*These dates are approximate and may change. *

• Recruitment Closes: On-going

• Recruiter Screening for Minimum Qualifications: On-going

• Hiring Manager Screening for Desired Attributes: On-going

• Interviews: On-going, beginning week of July 15 th , 2024

• Anticipated Start Date: As soon as Augus t 5 th , 2024.

APPLICATION GUIDANCE AND REQUIREMENTS

Current State of Oregon employees: Apply via your employee Workday account.

External applicants : View this application instructional video . A PDF is also available by clicking here .

REQUIRED: Attach your most up-to-date Resume. Please ensure your Workday profile matches your submitted resume.

REQUIRED: Attach a Cover Letter that demonstrates how you meet the “Desired Attributes” for this position. A Cover Letter that does not meet the required criteria will be graded as ineligible.

**APPLICATIONS THAT DO NOT PROVIDE THE ABOVE DOCUMENTS WITH THEIR APPLICANTION WILL NOT MOVE FORWARD IN THE RECRUITMENT**

VETERANS PREFERENCE

Eligible veterans who meet the qualifications will be given veterans' preference. If you checked that you are a veteran, be sure to submit your documentation prior to the close date of this posting. For more information, please go to the State website: https://www.oregon.gov/jobs/Pages/Veterans.aspx

The Oregon Public Defense Commission is an equal opportunity/affirmative action employer and is strongly committed to enhancing the diversity of its workforce. Assistance will be provided in the recruitment, application, and selection process to applicants with disabilities who request such assistance . Please call (503) 991-2274 as early as possible regarding any assistance you may require.

**This recruitment is scheduled to be open until all positions are filled and may be closed at any time . * *