Public Records Coordinator, Administrative Specialist 2

Opportunity awaits in the Public Records Unit (PRU)! We’re seeking a detail-oriented, organized, and motivated Administrative Specialist 2 to join our team. In this role, you’ll support the coordination and processing of public records requests for Oregon Department of Human Services (ODHS). An excellent opportunity for someone ready to grow their career in a collaborative, mission-driven environment that serves people and communities across Oregon.

Responsibilities

• Record Coordination
  • Coordinate and track public record requests to ensure deadlines are met.
  • Follow established procedures and work with the PRU Manager to keep processes up to date with public records laws.
  • Prepare and organize records from electronic systems and hard files; save and catalog them accurately.
  • Review requests, clarify scope when needed, and decide whether PRU or another ODHS program should process the request.
  • Protect confidential information and ensure records are released appropriately under public records laws.
  • Update request status and notes regularly in Adobe Experience Manager (AEM).
  • Work with ODHS staff and outside partners to gather records or determine the correct custodian.
• Support / Administrative
  • Communicate clearly with requestors by email and phone to gather details and provide information.
  • Respond to general questions about the records request process.
  • Create basic reports and track program data for planning and improvements.
  • Help update procedures and support consistency across the agency.
  • Attend meetings, assist with agendas, take notes, and participate in trainings and development opportunities.

Requirements

• Three years of secretarial or 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 years of secretarial or 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.

Skills

• Experience staying organized, managing multiple priorities, and meeting deadlines in a fast-paced, high-volume environment.
• Experience working independently, using good judgment, planning work effectively, and taking initiative to complete tasks.
• Experience managing multiple projects or assignments simultaneously while tracking progress and delivering accurate, timely results.
• Experience building positive working relationships through clear communication, collaboration, and a customer-focused approach with individuals from diverse backgrounds and communication styles.
• Knowledge of ODHS programs and systems, or other related Human Services experience, as well as knowledge of applicable statutes, rules, policies and procedures for record requests and release.

Working Conditions

• This work is done in a fast-paced office environment with a high-volume workload and short response time frames.
• Requires lifting and moving boxes of documents as part of daily duties.
• Handles sensitive information and must maintain confidentiality regarding client information and client-attorney privileged information.
• Remote or hybrid work may be considered, but ability to report to a Salem office more frequently is required during the training period and when business needs demand onsite activities.
• Requires a valid driver’s license or other acceptable method of transportation.

Background Checks

• If selected as a finalist, a criminal history and background check will be conducted. Adverse results may lead to disqualification.
• The Oregon Department of Human Services does not offer visa sponsorship.
• Within three days of hire, you will be required to complete the US Department of Homeland Security’s I-9 form confirming authorization to work in the United States. ODHS will use E-Verify to confirm work authorization.

Pay

$4,312 - $5,988 per month

Benefits

• ODHS Employee Resource Group communities that promote shared learning.
• Cost of Living Adjustments.
• Annual salary increases (until you reach the top of the listed salary range).
• Comprehensive benefits package.
• Possible eligibility for the Public Service Loan Forgiveness Program.

This is a permanent, full-time position represented by the Service Employees International Union (SEIU). This recruitment may be used to fill future vacancies in the same classification.