Amendments Specialist (Administrative Specialist 1)

State of Oregon • Portland, OR

4d • Onsite

About The Position

The Oregon Health Authority’s Public Health Division, Center for Health Statistics, is seeking a detail-oriented, customer-focused professional to support Oregon’s vital records and statistics system. The Amendments Specialist coordinates and processes amendments to vital records and provides customer service to individuals, families, legal representatives, and community partners. The specialist explains applicable laws, rules, and procedures by phone, email, and written correspondence, and helps customers with a broad range of vital-record amendment services. This full-time, permanent position is based in Portland, Oregon, and is performed in-office. Employment is contingent on passing a criminal records check that meets OHA criteria.

Requirements

• Two years of secretarial or basic administrative support experience that includes records processing, generating documents, and gathering and sorting data; OR an associate degree in general office occupations and one year of experience with records processing, generating documents, and gathering and sorting data; OR an equivalent combination of education and experience.
• Demonstrated analytical and document-review skills, including evaluating information, identifying discrepancies, and ensuring accuracy in records processing.
• Strong customer service skills, including professionalism, empathy, and respect in difficult, sensitive, or emotionally charged interactions.
• Ability to learn, retain, interpret, and apply complex laws, administrative rules, policies, and procedures.
• Strong organizational skills and attention to detail, including managing multiple priorities and meeting deadlines accurately.
• Proficiency in Microsoft Word, Excel, Outlook, and Teams, and ability and willingness to become an expert user of specialized software, including OVERS.
• Strong written and verbal communication skills, including explaining complex requirements, laws, and procedures to diverse audiences.
• Flexibility, adaptability, and sound independent judgment when handling changing priorities, resolving issues, and making decisions within established guidelines.
• Commitment to equity, cultural competence, and inclusive customer service, including effectively serving people from diverse backgrounds and lived experiences.

Nice To Haves

• More years of relevant experience and possession of more of the desired attributes are preferred.

Responsibilities

• Coordinate and process amendments to vital records.
• Explain laws, administrative rules, policies, procedures, and requirements related to vital-record amendments through phone, email, and written correspondence.
• Provide customer service and assistance to individuals, families, legal representatives, and community partners.
• Assist with amendments and registrations involving adoptions; voluntary acknowledgments of paternity; court-ordered paternity establishment; name and sex changes; birth record corrections; death, marriage, and divorce record corrections; gender marker amendments; unattended home birth registrations; and delayed registrations.
• Review information and documents for accuracy, identify discrepancies, and process records.
• Manage multiple priorities and meet deadlines while maintaining accuracy.
• Use Microsoft Office applications and learn specialized software systems, including the Oregon Vital Events Registration System (OVERS).

Benefits

• Low-cost medical, vision, and dental coverage for employees and their families.
• Optional life insurance, disability coverage, deferred compensation, and flexible spending account options for health and childcare.
• Paid time off including 11 holidays, 3 personal days, monthly sick leave, and vacation accrual starting at 8 hours per month.
• Potential eligibility for the Public Service Loan Forgiveness Program.
• Retirement through the Public Employees Retirement System (PERS) or Oregon Public Service Retirement Plan (OPSRP).
• Training and development opportunities.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed