Institution Records Specialist, Administrative Specialist 1(Lakeview)

State of Oregon•Lakeview, OR

2d•$4,558 - $5,995•Onsite

About The Position

The Oregon Department of Corrections is hiring an Institution Records Specialist for the Offender Information and Sentence Computation (OISC) Unit at Warner Creek Correctional Facility in Lakeview, Oregon. The OISC Unit manages institutional records, court processes, and data securely and efficiently. This position coordinates records-related processes across OISC offices, maintains the security and integrity of institutional records, facilitates court processes, develops and manages data collection, tracking, and reporting systems, and provides administrative support to the OISC Central Unit. The specialist receives, reviews, processes, and follows up on documents, reports, and forms, assessing them for completeness, compliance, and accuracy. The role determines appropriate handling under applicable Oregon statutes, administrative rules, OISC policies, and institution policies, and distributes materials or advises appropriate parties. The specialist also responds to subpoenas, court orders, and written or telephone requests for public records and information, evaluating disclosure exemptions and applying legal guidance and precedent using independent judgment. The position creates institutional documents and coordinates adults in custody (AICs) for releases, transfers, court trips, and other transportation. Duties include placing ODOC holds with outside agencies before an AIC arrives in another jurisdiction and ensuring required cross-agency notifications. The specialist also assists AICs nearing release with ordering birth certificates and Social Security cards. The position is represented by AFSCME and may qualify for Police & Fire benefits through 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 those duties; or an equivalent combination of education and experience.
Experience responding to requests in writing.
Experience with the DOC400.
Experience reviewing records requests.
Ability to make decisions based on department policies.
Experience reviewing forms for completeness and accuracy.
Ability to work independently to set priorities, meet deadlines, and manage a caseload.
Ability to interpret and apply laws, rules, and policies when making decisions.
Must pass a Criminal Justice Information Systems (CJIS) fingerprint-based background check and maintain CJIS eligibility.

Nice To Haves

Public Notary Certification.
Law Enforcement Database System (LEDS) Certification.

Responsibilities

Coordinate records-related processes across OISC offices and maintain the security and integrity of institutional records.
Facilitate court processes and develop and manage systems for data collection, tracking, and reporting.
Provide administrative support to the OISC Central Unit and help maintain compliance with legal and organizational standards.
Receive, review, process, and follow up on documents, reports, and forms; evaluate them for completeness, compliance, and accuracy.
Determine appropriate document handling under applicable Oregon Revised Statutes, Oregon Administrative Rules, OISC policies, and institution policies; distribute materials and advise appropriate parties.
Respond to subpoenas, court orders, and written and telephone requests for public records or information.
Review offender-information requests, research applicable rules and disclosure exemptions, and apply legal counsel’s instructions and precedents using independent judgment.
Create institutional documents and coordinate AIC movement for release, transfer, court trips, and other transportation.
Place ODOC holds with outside agencies before an AIC arrives in an outside jurisdiction and ensure required cross-agency notifications are made.
Assist AICs nearing release with ordering copies of birth certificates and Social Security cards.

Benefits

Family health, vision, and dental insurance.
Vacation and sick leave.
11 paid holidays.
21 days of paid military leave for National Guard and reserve components.
Optional short- and long-term disability.
Term life insurance.
Fully paid retirement program.
Oregon Savings Growth Plan.
Flexible spending accounts for health and childcare.
Possible eligibility for Police & Fire benefits through PERS, as defined by statute.