Public Records Coordinator, Administrative Specialist 2

State of Oregon•Salem, OR

5d•$4,312 - $5,988•Hybrid

About The Position

The Oregon Department of Human Services (ODHS) is seeking a detail-oriented, organized, and motivated Administrative Specialist 2 to join the Public Records Unit (PRU). This role will support the coordination and processing of public records requests for ODHS. It is an excellent opportunity for someone looking to grow their career in a collaborative, mission-driven environment that serves people and communities across Oregon. The ideal candidate is reliable, proactive, and looking to make an impact by upholding transparency and timely service within the PRU.

Requirements

Three years of secretarial or administrative support experience that includes coordinating office procedures, preparing narrative and statistical reports, and administrative data collection and analysis; OR
An associate degree in general office occupations and two years of secretarial or administrative support experience that includes coordinating office procedures, preparing narrative and statistical reports, and administrative data collection and analysis; OR
An equivalent combination of education and experience.
Experience staying organized, managing multiple priorities, and meeting deadlines in a fast-paced, high-volume environment.
Experience working independently, using good judgment, planning work effectively, and taking initiative to complete tasks.
Experience managing multiple projects or assignments simultaneously while tracking progress and delivering accurate, timely results.
Experience building positive working relationships through clear communication, collaboration, and a customer-focused approach with individuals from diverse backgrounds and communication styles.
Knowledge of ODHS programs and systems, or other related Human Services experience, as well as knowledge of applicable statutes, rules, policies and procedures for record requests and release.
A cover letter, no more than two pages, is required as part of the application. It will be used to determine whether you meet the minimum qualifications and essential attributes for this position. Include in your cover letter, how you meet the minimum qualifications, how you demonstrate the essential attributes, and the desired skills. Failure to submit the required cover letter will result in disqualification of your application.
Must have a valid driver’s license or other acceptable method of transportation.
Must be able to complete the US Department of Homeland Security’s I-9 form confirming authorization to work in the United States within three days of hire.
Must be authorized to work in the United States.

Nice To Haves

Remote or hybrid work will be considered in filling this position. The ability to report to a Salem office more frequently is required during the training period, and when business or operational needs are dependent on onsite activities.

Responsibilities

Coordinate and track public record requests to ensure deadlines are met.
Follow established procedures and work with the PRU Manager to keep processes up to date with public records laws.
Prepare and organize records from electronic systems and hard files; save and catalog them accurately.
Review requests, clarify scope when needed, and decide whether PRU or another ODHS program should process the request.
Protect confidential information and ensure records are released appropriately under public records laws.
Update request status and notes regularly in Adobe Experience Manager (AEM).
Work with ODHS staff and outside partners to gather records or determine the correct custodian.
Communicate clearly with requestors by email and phone to gather details and provide information.
Respond to general questions about the records request process.
Create basic reports and track program data for planning and improvements.
Help update procedures and support consistency across the agency.
Attend meetings, assist with agendas, take notes, and participate in trainings and development opportunities.