Records Administrative Assistant

Multnomah County • Portland, OR

2d • 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.
• Direct experience managing inventory, records, or materials using digital tracking systems or databases, with a proven track record of maintaining high data accuracy and minimizing entry errors.
• Possession of a valid driver's license for driving a County vehicle (Oregon or Washington residency requirement).
• Moves and transports records, materials weighing up to 50 pounds throughout the facility, occasionally requiring use of stairs, or a small elevator.
• Moves throughout the facility to retrieve, transport, store, and palletize physical records.
• Positions self to access and retrieve records, materials, or equipment stored in both low spaces and elevated locations (such as high shelving levels requiring the use of ladders or step stools).
• Maneuvers and operates material-handling equipment (such as hand trucks, carts, an automated lift, and manual or battery operated pallet jacks), which requires obtaining or possessing an Electric Pallet Jack Certification 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.
• A cover letter that expands on your resume and addresses how your past experience supports your candidacy for the position and why you are interested in the position.

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 the Electronic Document Records Management system (EDRMS) to create records to document all 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 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: Entry Level
• Education Level: No Education Listed