Institution Records Specialist, Administrative Specialist 1 (Salem)
About The Position
The Offender Information and Sentence Computation (OISC) Unit is committed to providing efficient and secure management of institutional records, court processes, and data within our operational framework. We are seeking a highly organized and dedicated OISC Institution Records Specialist to manage and oversee security, maintenance, court processes, and data management. This position will also provide administrative support to the OISC Central Unit. This position is based at OSCI and serves as a floater, providing leave coverage as needed across the Westside institutions. The successful candidate may be assigned to provide coverage at CRCI, CCCF, OSP, OSCI and SCI based on operational needs. In this role, you will ensure the smooth coordination of all records-related processes across OISC offices, maintain the security and integrity of institutional records, and facilitate court processes. You will also be responsible for developing and managing systems for data collection, tracking, and reporting. Additionally, you will provide administrative support to the OISC Central Unit to help streamline office operations and maintain compliance with legal and organizational standards. You will receive, review, process, and follow-up on all documents, reports, and forms received. Evaluate for completion, compliance, and accuracy with established criteria; determine application needed based on applicable Oregon Revised Statutes (ORS), Oregon Administrative Rules (OAR), OISC Policy and/or Institution Policy and distribute to and advise the appropriate persons, department or file. Includes follow-up with appropriate parties when action is needed. You will respond to subpoenas, court orders and written and telephonic requests for public records/information. Includes need to evaluate and review requests for offender information and research applicable rules to determine whether records are exempt from disclosure in accordance with applicable laws, rules and/or regulations. Independent judgment is required to analyze and apply precedents and instructions received from department legal counsel. You will create necessary institution documents and coordinate the Adult in Custody (AIC) movement as applicable for release, transfer, court trips and other AIC transportation. Place an ODOC hold with outside agencies prior to the AIC’s arrival in the outside jurisdiction. Ensure cross-agency notifications have been made in accordance with applicable rules. You will work with Adults in Custody (AIC) who are close to release to assist them in ordering copies of their birth certificate and social security card. This position is represented by American Federation of State, County, and Municipal Employees (AFSCME). This position may be eligible for Police & Fire (P&F) benefits through Public Employees Retirement System (PERS), as defined by statute.
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.
- Responding to requests in writing
- Experience with the DOC400
- Reviewing records requests
- Making decisions based on department policies
- Reviewing forms for completeness and accuracy
- Working independently to set priorities, meet deadlines, and manage a caseload
- Interpreting and applying laws, rules and policies when making decisions
- Pass a Criminal Justice Information Systems (CJIS) fingerprint-based background check and maintain CJIS eligibility.
- Complete an I-9 and confirm authorization to work in the United States within three days of hire.
Nice To Haves
- Possess Public Notary Certification
- Possess a Law Enforcement Database System (LEDS) Certification
Responsibilities
- Manage and oversee security, maintenance, court processes, and data management of institutional records.
- Provide administrative support to the OISC Central Unit.
- Serve as a floater, providing leave coverage across Westside institutions (CRCI, CCCF, OSP, OSCI and SCI) as needed.
- Ensure smooth coordination of all records-related processes across OISC offices.
- Maintain the security and integrity of institutional records.
- Facilitate court processes.
- Develop and manage systems for data collection, tracking, and reporting.
- Streamline office operations and maintain compliance with legal and organizational standards.
- Receive, review, process, and follow-up on all documents, reports, and forms.
- Evaluate documents for completion, compliance, and accuracy.
- Determine applicable policies and distribute information accordingly.
- Respond to subpoenas, court orders, and requests for public records/information.
- Evaluate and review requests for offender information and research applicable rules for disclosure exemptions.
- Create necessary institution documents.
- Coordinate Adult in Custody (AIC) movement for release, transfer, court trips, and other transportation.
- Place ODOC holds with outside agencies prior to AIC arrival in outside jurisdiction.
- Ensure cross-agency notifications are made.
- Assist Adults in Custody (AIC) close to release in ordering copies of their birth certificate and social security card.
Benefits
- Family health, vision, and dental insurance
- Vacation, sick leave, and 11 paid holidays
- 21 days paid military leave for national guard and reserve components
- Optional short and long-term disability
- Term life insurance
- Fully paid retirement program
- Oregon Saving Growth Plan
- Flexible spending accounts for health and childcare
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
Associate degree
