Amendments Specialist (Administrative Specialist 1)
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 laws, rules, and procedures related to vital records amendments through phone, email, and written correspondence. Amendment services include 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. The position contributes to the accuracy and integrity of Oregon’s official records while providing compassionate, knowledgeable, and responsive support. This is a full-time, permanent, in-office position based in Portland, Oregon. Employment is contingent upon 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 in those areas; or an equivalent combination of education and experience.
- Analytical and document review skills, including evaluating information, identifying discrepancies, and ensuring accuracy in records processing.
- Customer service skills and the ability to handle difficult, sensitive, or emotionally charged interactions with professionalism, empathy, and respect.
- Ability to learn, retain, interpret, and apply complex laws, administrative rules, policies, and procedures.
- Organizational skills and attention to detail, including the ability to manage multiple priorities and meet deadlines accurately.
- Proficiency in Microsoft Word, Excel, Outlook, and Teams, and ability and willingness to become an expert user of specialized software, including the Oregon Vital Events Registration System (OVERS).
- Strong written and verbal communication skills, including the ability to clearly explain complex requirements, laws, and procedures to diverse audiences.
- Flexibility, adaptability, and sound independent judgment when addressing changing priorities, resolving issues, and making decisions within established guidelines.
- Commitment to equity, cultural competence, and inclusive customer service, with the ability to serve and engage people from diverse backgrounds and lived experiences.
- Successful criminal records check meeting OHA criteria at the time of hire and throughout employment.
- Authorization to work in the United States; required I-9 documentation must be completed within three days of hire.
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.
- Provide customer service to individuals, families, legal representatives, and community partners.
- Explain laws, rules, and procedures related to vital records amendments by phone, email, and written correspondence.
- Assist customers with 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 discrepancies and accuracy in records processing.
- Manage priorities and deadlines while applying established laws, rules, policies, and procedures.
Benefits
- Low-cost medical, vision, and dental coverage for employees and family.
- Optional life insurance and 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.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
No Education Listed
