Institution Records & Data Specialist

Oregon Inc; Salem (OR); On-site; USD 51,000 - 67,000; Full time

Job summary

Oregon Department of Corrections in Salem, OR is seeking an Institution Records Specialist, Administrative Specialist 1 to manage and secure institutional records, support court processes, and oversee data systems. You will process documents, evaluate compliance with ORS/OAR and policy, and coordinate movements for adults in custody.

The role involves handling sensitive information, drafting documents, and responding to requests while maintaining security and accuracy.

Qualifications

• Two years of secretarial or basic administrative support experience that includes records processing, generating documents, and data gathering.
• An associate degree in general office occupations and one year of records processing experience or an equivalent combination.

Responsibilities

• Receive, review, process, and follow-up on documents, reports, and forms with attention to accuracy and compliance.
• Respond to subpoenas, court orders and public records requests; review for exemptions under laws and regulations.
• Create institution documents and coordinate Adult in Custody movements, including transport and court trips.
• Place holds with outside agencies and ensure cross-agency notifications.
• Assist inmates near release in obtaining birth certificates and Social Security cards.

Skills

Responding to requests in writing

Reviewing records requests

Decision making per policies

Reviewing forms for completeness

Prioritization and caseload management

Interpreting laws and policies

Education

Two years secretarial/administrative support

Associate degree in general office occupations

Tools

Public Notary Certification

LEDS Certification

Job description

Oregon Department of Corrections in Salem, OR is seeking an Institution Records Specialist, Administrative Specialist 1 to manage and secure institutional records, support court processes, and oversee data systems. You will process documents, evaluate compliance with ORS/OAR and policy, and coordinate movements for adults in custody.

The role involves handling sensitive information, drafting documents, and responding to requests while maintaining security and accuracy.