Institution Records Specialist, Administrative Specialist 1(Salem)
About The Position
The Oregon Department of Corrections is hiring an Institution Records Specialist for the Offender Information and Sentence Computation (OISC) Unit at Oregon State Penitentiary in Salem. The position manages institutional records, court processes, and data while supporting secure, efficient operations and compliance with legal and organizational standards. The specialist coordinates records-related processes across OISC offices; receives, reviews, processes, and follows up on documents, reports, and forms; and evaluates submissions for completeness, accuracy, and compliance with applicable statutes, rules, policies, and criteria. The position responds to subpoenas, court orders, and public-records requests, applying relevant laws and guidance to determine whether records may be disclosed. The role also prepares institution documents, coordinates adults in custody (AICs) for release, transfer, court trips, and other transportation, and arranges required holds and cross-agency notifications. The specialist assists AICs nearing release with obtaining copies of birth certificates and Social Security cards, develops and manages data collection, tracking, and reporting systems, and provides administrative support to the OISC Central Unit. This is an onsite office position in a correctional facility. It involves contact with AICs, security responsibilities, emergency response during working hours, and the possibility of exposure to graphic material or dangerous situations. The position is represented by the Association of Oregon Corrections Employees 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 in those areas; or an equivalent combination of education and experience.
- Ability to respond 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.
- Must complete an I-9 and confirm authorization to work in the United States within three days of hire; the employer does not offer visa sponsorship.
Nice To Haves
- Public Notary Certification.
- Law Enforcement Database System (LEDS) Certification.
Responsibilities
- Receive, review, process, and follow up on documents, reports, and forms; assess them for completeness, accuracy, and compliance with applicable criteria.
- Determine the appropriate action under applicable Oregon Revised Statutes, Oregon Administrative Rules, OISC policies, and institution policies; distribute records to and advise the appropriate people, departments, or files.
- Respond to subpoenas, court orders, and written or telephone requests for public records and information; review requests, research applicable rules, and assess whether records are exempt from disclosure.
- Use independent judgment to analyze and apply precedents and instructions from department legal counsel when handling records requests.
- Create institution 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.
- Develop and manage systems for data collection, tracking, and reporting.
- Coordinate records-related processes across OISC offices and maintain the security and integrity of institutional records.
- Provide administrative support to the OISC Central Unit and help streamline office operations and maintain compliance.
- Operate security alarms, tools, and key control; respond during working hours to departmental emergencies as required.
Benefits
- Family health, vision, and dental insurance.
- Vacation leave, sick leave, and 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 Saving Growth Plan.
- Flexible spending accounts for health and childcare.
- Potential eligibility for Police & Fire benefits through PERS, as defined by statute.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
Associate degree
