Record Sealing Coordinator, Administrative Specialist I (Wilsonville)
About The Position
This position is for a Record Sealing Coordinator, Administrative Specialist I at the Offender Information and Sentence Computation Unit in Wilsonville, Oregon, within the Department of Corrections. The role involves processing and managing court orders to seal or unseal criminal records in compliance with legal and procedural standards. Key responsibilities include reviewing, analyzing, and implementing sealing orders by locating and removing relevant records from various systems and storage formats, ensuring adherence to laws, policies, and departmental procedures. The position also entails tracking and updating sealing requests in a database, collaborating with legal and court personnel to resolve discrepancies, and providing expertise on relevant laws, rules, and procedures. Additionally, the role contributes to the development and maintenance of policies, procedures, and training materials to support agency compliance efforts. This position is represented by AFSCME and may be eligible for Police & Fire (P&F) benefits through PERS.
Requirements
- Two (2) 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.
- Ability to respond to requests in a clear, professional, and timely written format.
- Experience using DOC400 or similar records management systems.
- Experience reviewing and processing records requests for completeness and compliance.
- Ability to make decisions in alignment with department policies and procedures.
- Experience reviewing forms and documents for accuracy, completeness, and compliance.
- Possession of, or ability to obtain, Law Enforcement Data System (LEDS) certification.
- Ability to work independently to set priorities, manage a caseload, and meet established deadlines.
- Ability to interpret and apply laws, administrative rules, and policies in decision-making.
- 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.
Responsibilities
- Processing and managing court orders to seal or unseal criminal records in compliance with legal and procedural standards.
- Reviewing, analyzing, and implementing sealing orders by locating and removing relevant records from various systems and storage formats.
- Ensuring adherence to laws, policies, and departmental procedures.
- Tracking and updating sealing requests in a comprehensive database.
- Collaborating with legal and court personnel to resolve discrepancies.
- Providing expertise on laws, rules, and procedures to stakeholders.
- Contributing to the development and maintenance of policies, procedures, and training materials to support compliance efforts.
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
