Institution Records Specialist, Administrative Specialist 1(Salem)

Department of Corrections; Salem (OR); On-site; USD 51,000 - 67,000; Full time

Benefits offered by this job

Family health insurance

Vacation and holidays

Paid time off for military

Job summary

Oregon Department of Corrections is hiring an Institution Records Specialist, Administrative Specialist 1, stationed at the Oregon State Penitentiary in Salem. The role focuses on managing institutional records, court processes, and data within our secure system while ensuring compliance with legal and policy standards.

Responsibilities include processing documents, coordinating AIC movements, handling subpoenas and requests for information, and maintaining data collection systems.

Qualifications

• Two years of secretarial or basic administrative support experience that includes records processing, generating documents, and gathering and sorting data.
• Experience responding to requests in writing and evaluating records for completeness and accuracy.
• Knowledge of Oregon ORS/OAR policies and ability to apply them to records requests.

Responsibilities

• Manage and oversee security, maintenance, court processes, and data management for institutional records.
• Receive, review, process, and follow up on documents, reports, and forms with accuracy and compliance.
• Respond to subpoenas, court orders, and public records requests; coordinate AIC movements and related transports.

Skills

Records processing

Public records requests

Independent judgment

Documentation review

Time management

Education

Associate degree

Tools

LEDS Certification

Job description

Initial Posting Date

11/06/2026 Application Deadline: 11/22/2026 Agency: Department of Corrections Salary Range: $4,566 - $5,975 Position Type: Employee Position Title: Institution Records Specialist, Administrative Specialist 1(Salem)

Job Description

Institution Records Specialist, Administrative Specialist 1(Salem) Oregon State Penitentiary Oregon Department of Corrections The Offender Information and Sentence Computation (OISC) Unit is committed to providing efficient and secure management of institutional records, court processes, and data within our operational framework. We are seeking a highly organized and dedicated OISC Institution Records Specialist to manage and oversee security, maintenance, court processes, and data management.

About the Job – Your Role

In this role, you will ensure the smooth coordination of all records-related processes across OISC offices, maintain the security and integrity of institutional records, and facilitate court processes. You will also be responsible for developing and managing systems for data collection, tracking, and reporting. Additionally, you will provide administrative support to the OISC Central Unit to help streamline office operations and maintain compliance with legal and organizational standards. You will receive, review, process, and follow-up on all documents, reports, and forms received. Evaluate for completion, compliance, and accuracy with established criteria; determine application needed based on applicable Oregon Revised Statutes (ORS), Oregon Administrative Rules (OAR), 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. Includes need to evaluate and review requests for offender information and research applicable rules to determine whether records are exempt from disclosure 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. You will create necessary institution documents and coordinate the Adult in Custody (AIC) movement as applicable for release, transfer, court trips and other AIC transportation. Place an ODOC hold with outside agencies prior to the AIC’s arrival in the outside jurisdiction. Ensure cross-agency notifications have been made in accordance with applicable rules. You will work with AICs who are close to release to assist them in ordering copies of their birth certificate and social security card.

Representative & Benefits Eligibility

This position is represented by Association of Oregon Corrections Employees, (AOCE). This position may be eligible for Police & Fire (P&F) benefits through Public Employees Retirement System (PERS), as defined by statute.

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

Responding to requests in writing Experience with the DOC400 Reviewing records requests Making decisions based on department policies Reviewing forms for completeness and accuracy Working independently to set priorities, meet deadlines, and manage a caseload Interpreting and applying laws, rules and policies when making decisions

Preferred Skills

Possess Public Notary Certification Possess a Law Enforcement Database System (LEDS) Certification

Working Conditions

Work is performed in an office setting in a correctional facility and includes extended sitting time at a computer terminal, involvement in telephone conversations, research in manuals, writing various documents, climbing ladders, bending, stooping and stretching to reach/obtain/ maintain AIC files. Incumbent is responsible for the operation of security alarms, tools, and key control. Work may be done with other units within the institution inside the secure perimeter. The worker must be able to move full boxes that may weigh 30 lbs. Boxes weighing greater than 30lbs will require assistance in carrying. This position is subject to response during working hours to emergencies within the department and is subject to assignment to other areas of the department. Contact with AICs is likely and the possibility of exposure to material of a graphic nature and to dangerous situations (e.g. verbal or physical assault) does exist. The AICs have the potential for becoming angry, hostile, abusive, and aggressive, increasing the risk for employees of physical injury, death, and/or being taken hostage. This position is located onsite at Oregon State Penitentiary in Salem, OR.

About the Department

The Oregon Department of Corrections is responsible for over 12,000 adults in custody in 12 state prisons throughout Oregon. It advises and evaluates counties regarding administration of probation and parole programs supervising more than 24,000 offenders in Oregon communities. The mission is to protect communities, promote accountability, and transform lives. The Oregon Department of Corrections serves a diverse and changing population of people who are incarcerated and on supervision. We commit to creating an organization both reflecting the diversity of the population we serve and ensuring all employees thrive in a culture of safety, trust, and belonging. We strive to be an anti-racist corrections system. Welcoming, inclusive, and respectful of all people. Free of discrimination, harassment, and retaliation. The Department offers a variety of programs and opportunity to create a safe and healthy environment to for our staff, volunteers, and adults in custody. Joining the Oregon Department of Corrections is joining a team working for the benefit of our communities through innovative and proven correctional practices.

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
• And more

Requirements for Employment

The successful candidate for this position must pass a Criminal Justice Information Systems (CJIS) fingerprint-based background check and maintain CJIS eligibility. Due to CJIS requirements related to system access, there may be some felony convictions that could disqualify you for this position. However, having a felony record does not exclusively restrict you from being considered as an applicant. CJIS clearance is done at the conditional job offer. If you have questions about whether or not your criminal record could disqualify for you, please contact the recruiter for more information.

Equity, Diversity, Inclusion, and Belonging (EDI&B)

The department strives to be a model employer committed to promoting diversity, equity, inclusion, and belonging. Ensuring legal compliance, efficiency, and exceeding expectations to deliver the best public services. We are proud to be an Equal Opportunity Employer. We evaluate qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran or protected veteran status, genetic information and other legally protected characteristics. Additional information can be found from The U.S. Equal Employment Opportunity Commission (EEOC) Know Your Rights.

Federal and State Requirements

The Oregon Department of Corrections is responsible for complying with the Federal Prison Rape Elimination Act (PREA 42 U.S.C. 1997). PREA prohibits the Oregon Department of Corrections from hiring, promoting, or contracting with anyone, (that will have direct contact with residents), who has engaged in, been convicted of, or been civilly or administratively adjudicated for engaging in sexual abuse in confinement settings. Learn more about PREA.

Eligible Veterans and Oregon National Guard

Eligible Veterans and Oregon National Guard servicemembers (current and former) who meet the qualifications of the position will be awarded candidate preference. For more information, please visit Veterans Resources. Please note – if you are a veteran, you will receive a task in Workday to upload your documents immediately after you submit your initial application. You will have up until 24 hours after the posted application deadline to submit the appropriate documentation.

Questions

If you have questions about the position, selection process, or need accommodations to participate in the recruitment process please contact the recruiter and reference the requisition number.

Recruiter

Recruiter: Stephanie Johnston, [e-mail] Reference Number: 209387

Additional References

Workday will timeout after 15 minutes of inactivity. You may lose progress on your application. Workday performs weekly maintenance Friday evenings, and the system may be down for several hours. ODOC does not offer visa sponsorship. Within three days of hire, applicants will be required to complete an I-9 and confirm authorization to work in the United States. This applicant list may be used to fill future vacancies. Application information may be used throughout the entire selection process. This process is subject to change without notice. This announcement is intended as a general descriptive recruitment guide and is subject to change. It does not constitute either an expressed or implied contract. The pay and benefits on all announcements may change without notice. Oregon state government is a large organization by nearly any standard. With over 40,000 employees working all over the state, in small communities and large, we are proving that government can be innovative. We work as a team, challenging ourselves to be better, faster and more efficient with taxpayer dollars. After all, when every day we are responsible for caring for the needs of a diverse population and thriving business community, we simply must have the best and brightest workforce. If you take responsibility for your actions, are passionate about helping others succeed, and have a reputation for excellence and honesty, why not make Oregon state government your next career move? Joining our team means you open the door to many possibilities. From entry level to executive, outdoor work to policy setting, we have a role for nearly every calling, expertise and background. If you’re looking at us from across the country (or beyond!), know that Oregon is one of the most beautiful places on earth. Made up of seven diverse regions, Oregon has the ocean, mountains, valleys, high desert, cities, small towns, and almost everything in between. Oregon “flies with her own wings.”