Institution Records Specialist, Administrative Specialist 1(Salem)

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

Initial Posting Date:11/06/2026Application Deadline:11/22/2026Agency:Department of CorrectionsSalary Range:$4,566 - $5,975Position Type:EmployeePosition Title:Institution Records Specialist, Administrative Specialist 1(Salem)Job Description:Institution Records Specialist, Administrative Specialist 1(Salem)Oregon State PenitentiaryOregon Department of CorrectionsThe 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 RoleIn 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.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 QualificationsTwo years of secretarial or basic administrative support experience that includes records processing, generating documents, and gathering and sorting data; ORAn associate degree in general office occupations and one year of experience with records processing, generating documents, and gathering and sorting data; ORAn equivalent combination of education and experience.Requested SkillsResponding to requests in writingExperience with the DOC400Reviewing records requestsMaking decisions based on department policiesReviewing forms for completeness and accuracyWorking independently to set priorities, meet deadlines, and manage a caseloadInterpreting and applying laws, rules and policies when making decisionsPreferred SkillsPossess Public Notary CertificationPossess a Law Enforcement Database System (LEDS) CertificationApplication InformationIn the Work Experience section of your application make sure to include the dates and duties of all relevant positions and details to support how you meet these attributes. If you do not include education or work experience meeting the minimum qualifications, you will not be considered for the position. Only the candidates whose experience most closely matches the qualifications and requested skills of this position will be invited to interview. Applicants must meet the minimum qualifications on or before the job posting close date.The job posting closes at 11:59 PM (PDT/PST) on the close date. After you submit your application, be sure to respond to the two questionnaires relating to public records requests and veterans’ preference immediately following your submittal. These questions are necessary to complete the application process.Please monitor both your email and Workday account for updates regarding this recruitment. You may be asked to submit a skills assessment, a writing sample, or other assessment as part of the application screening process.As part of our selection process, we may require additional assessment stages, such as written exercises, to further evaluate candidates’ qualifications. Meaningful participation in these exercises is required for all applicants moving forward in the process. Failure to complete the required exercise(s) within the specified timeframe will result in disqualification from consideration. All candidates who successfully complete these screening stages and meet the necessary requirements will advance to the next stage in the selection process.Please save a copy of this job announcement for reference, as it is not available for you to view after the announcement deadline.Working ConditionsWork 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 DepartmentThe 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.BenefitsThe salary range listed above is for non-PERS qualifying applicants. PERS qualifying applicants may be eligible for an adjusted range to reflect an additional 6.95%.The State of Oregon provides a generous benefit package, which includes:Family health, vision, and dental insuranceVacation, sick leave, and 11 paid holidays21 days paid military leave for national guard and reserve componentsOptional short and long-term disabilityTerm life insuranceFully paid retirement programOregon Saving Growth PlanFlexible spending accounts for health and childcareAnd moreAbout the Process – What to ExpectAfter the application deadline, a recruiter will review submissions for education and experience to identify candidates who best fit the minimum qualifications and requested skills.Top candidates will be referred to the hiring manager.The hiring manager will review your application and schedule interviews.Interview will be held with a panel of stakeholders who have completed panel assessment training. Scores will be determined based on predetermined questions and scoring guides. Preferences points will be applied in compliance with relevant laws and bargaining agreements. There may be multiple rounds of interviews.Final candidates will have a background check, PREA check, and reference checks.A Classification and Compensation analyst will review the Workday Application of the successful candidate to determine starting wages. Learn more about Equal Pay.A job offer will be extended through Workday to the successful candidate. Congratulations, and welcome to the team!Requirements for EmploymentThe 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) is embedded in the Department of Corrections core values. 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.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 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.The State of Oregon does not request or require your age, date of birth, attendance or graduation dates from an educational institution during the application process.QuestionsIf 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: Stephanie Johnston, [e-mail] Number: 209387Workday 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.