Record Management Coordinator (Office Specialist 2)

State of Oregon • Hillsboro, OR

21h • Onsite

About The Position

The Oregon Health Authority (OHA), Public Health Division (PHD), Oregon State Public Health Laboratory (OSPHL) is seeking a Record Management Coordinator (Office Specialist 2) to support critical records and specimen management functions within the laboratory. In this role, you will respond to and track requests for patient records, public records, information, and laboratory data, while also monitoring and managing requests for laboratory specimens from research groups, individuals, and public health partners—ensuring each specimen is released according to established procedures. You will handle inquiries from staff regarding retention requirements for records or specimens and provide guidance on records management practices. This position also assists in updating OSPHL’s records management policies, procedures, and training; ensures all laboratory, personnel, and employee health records are managed and destroyed in compliance with state and federal public records laws, accreditation standards, and OHA/DHS HR policies; and supports HIPAA compliance by following up on and reporting disclosures according to Information Security and Privacy Office (ISPO) policies.

Requirements

• Two years of general clerical experience that includes keyboarding, word processing, or other experience generating documents OR An associate degree in any field OR An equivalent combination of education and experience.

Nice To Haves

• Experience with records management practices, including applying retention schedules, managing the full record lifecycle, and establishing or maintaining organized filing systems.
• Knowledge of record retention requirements and secure record destruction processes to ensure compliance and proper safeguarding of sensitive documents.
• Familiarity with electronic records management systems and the ability to support digital recordkeeping workflows.
• Experience handling protected information, including sensitive or protected health information, with a strong commitment to confidentiality and data security.
• Skill in responding to records or public records requests in a timely, accurate, and customer-focused manner.

Responsibilities

• Respond to and track requests for patient records, public records, information, and laboratory data.
• Monitor and manage requests for laboratory specimens from research groups, individuals, and public health partners, ensuring each specimen is released according to established procedures.
• Handle inquiries from staff regarding retention requirements for records or specimens and provide guidance on records management practices.
• Assist in updating OSPHL’s records management policies, procedures, and training.
• Ensure all laboratory, personnel, and employee health records are managed and destroyed in compliance with state and federal public records laws, accreditation standards, and OHA/DHS HR policies.
• Support HIPAA compliance by following up on and reporting disclosures according to Information Security and Privacy Office (ISPO) policies.

Benefits

• Excellent, low-cost medical, vision, and dental coverage for you and your family.
• Optional benefits like life insurance, disability coverage, deferred compensation, and FSA options for health and childcare.
• Generous paid time off: 11 holidays, 3 personal days, monthly sick leave, and vacation accrual starting at 8 hours/month.
• Potential eligibility for the Public Service Loan Forgiveness Program.
• Retirement security through Public Employees Retirement System (PERS)/ Oregon Public Service Retirement Plan (OPSRP).
• Training and development opportunities to grow your career with the State of Oregon.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree