Records Administration Assistant

Multnomah County • Portland, OR

3d • Onsite

About The Position

Multnomah County’s Department of County Assets is seeking a positive and solution-oriented Records Administration Assistant to join our Records & Archives team! In this dynamic role, you will do work that truly matters by acting as the structural backbone of our Records and Archives program. You will split your time between active warehouse operations and direct customer service for County staff and the public, ensuring that our county's public and historical records are accurately tracked, safely maintained, and readily accessible. If you enjoy a collaborative, engaging work environment where your effort directly enhances public service transparency and efficiency, we want to hear from you!

Requirements

• Demonstrated experience in a role requiring strong customer service, clear communication, and solution-oriented perspectives.
• Basic proficiency with records, inventory management, materials handling, other computer databases, or digital tracking systems, with a strong attention to data accuracy.
• Possession of a valid driver's license for driving a County vehicle (Oregon or Washington residency requirement).
• Possession of an Electric Pallet Jack Certification, or the explicit ability to obtain one upon hire.
• Criminal Justice Information Systems (CJIS) Authorization: Due to the secure nature of the protected information managed within the Records program, employees are subject to a strict federal background check and fingerprinting in accordance with the FBI's CJIS security policy. This authorization must be successfully passed prior to the official start of employment.

Nice To Haves

• Prior experience working within a warehouse, records repository, library materials handling, or mail distribution center environment.
• Familiarity with Document Management Systems or Electronic Records software.
• Proven ability to work effectively as part of a multi-disciplinary team while navigating customer requests professionally.

Responsibilities

• Manage physical boxes sent for storage.
• Perform daily internal retrievals and refiles, receive and input box deliveries, assign storage slots, perform data reconciliation quality checks, and pull, palletize and shrink wrap boxes for final disposition.
• Safely operate equipment such as lifts, pallet jacks, and hand trucks in a clean warehouse environment.
• Use our Electronic Document Records Management system (EDRMS) system to create records to document all these activities for the physical records in our care.
• Answer desk phones, voicemail, and email to assist the public and workforce members with locating records services.
• Guide users through processes, refer inquiries to appropriate contacts, and connect staff with operational forms and resources.
• Provide vital administrative assistance to professional staff.
• Aid contract managers with day-to-day supplier tasks.
• Route incoming invoices.
• Safely escort vendors and maintenance staff through our secure program spaces.

Benefits

• Employer-funded retirement savings
• Health and dental insurance at very low cost to full-time employees and their dependents
• Paid parental leave
• Wellness programs
• A focus on work-life balance

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed