Institution Records Specialist

4 weeks ago

Salem, United States State of Oregon Full time
Job Description:

Administration Specialist 1, Institution Records Specialist (Salem) - Internal Rotation

Oregon State Correctional Institution - Salem, Oregon

This position is a 12-month rotation available for current employees of the Oregon Department of Corrections, Oregon Correctional Enterprises, and Oregon Board of Parole, Probation, and Post-Prison Supervision with their current manger’s approval.

The Offender Information & Sentence Computation Unit of the Oregon Department of Corrections is actively recruiting to fill an Administrative Specialist 1, Institution Records Specialist position. This position is located at the Oregon State Correctional Institution in Salem, Oregon.

The primary purpose of this position is to manage and coordinate the process of all OISC Institution Records offices including security, maintenance, court processes and data management as well as provide administrative support for the OISC Central Unit in an office with offsite management.

This recruitment will be used to establish a list of qualified applicants and may be used to fill future vacancies as they occur. This position is represented by American Federations of State, County, and Municipal Employees (AFSCME). This position may be eligible for Police & Fire (P&F) benefits through Public Employees Retirement System (PERS), as defined by statute.

Duties

You will manage and coordinate the process of all Offender Information & Sentence Computation (OISC) Institution Records offices including security, maintenance, and court processes and data management as well as provide administrative support for the OISC Central unit.

Receive, review, process, and follow-up on all documents, report, and forms received. Evaluate for completion, compliance, and accuracy with established criteria; determine, interpret, and explain applications needed based on applicable Oregon Revised Statues, Oregon Administrative Rules, OISC Policy and/or Institution Policy and distribute to and advise the appropriate persons, department, or file. Includes follow-up with appropriate parties when action is needed.

You will respond to subpoenas, court orders, and written and telephonic requests for public records/information. You will need to evaluate and review requests for offender information and research applicable rules to determine whether records are exempt from discourse in accordance with applicable laws, rules, and/or regulations. Independent judgment is required to analyze and apply precedents and instructions received from department legal counsel. Review, redact, and forward public information responses to attorneys, inmate families, other state and federal agencies, and the general public.

You will work with adults in custody who are close to release to assist them in ordering copies of their birth certificate and social security card.

Minimum Qualifications

Two 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.

Requested Skills in

  • Interpret and apply ORS, OAR, and policies
  • Responding to records requests
  • Respond in writing to requests from stakeholders
  • Submitting complete and accurate forms
  • Assisting others navigating government systems and requests for service

Special Qualifications

  • Current LEDS certification
  • Oregon Notary

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