Initial Posting Date:
08/03/2026
Application Deadline:
08/10/2026
Agency:
Department of Human Services
Salary Range:
$4,312 - $5,988
Position Type:
Employee
Position Title:
Public Records Coordinator, Administrative Specialist 2
Job Description:
The Oregon Department of Human Services is proud to be an Equal Opportunity Employer. We are guided by our Equity North Star and our vision for a positive RiSE organizational culture that advances equity and diversity. We encourage applications from members of historically underrepresented racial/ethnic groups, women, individuals with disabilities, veterans, LGBTQIA2S+ community members, and others to help us achieve our vision of a diverse and inclusive community.
Opportunity awaits in the Public Records Unit (PRU)!
We’re seeking a detail‑oriented, organized, and motivated Administrative Specialist 2 to join our team. In this role, you’ll support the coordination and processing of public records requests for Oregon Department of Human Services (ODHS). An excellent opportunity for someone ready to grow their career in a collaborative, mission‑driven environment that serves people and communities across Oregon. If you’re reliable, proactive, and looking to make an impact, consider becoming a key part of our team as we work together to uphold transparency and timely service within the Public Records Unit.
Summary of Duties
As an Administrative Specialist 2, you will:
Record Coordination
Coordinate and track public record requests to ensure deadlines are met.
Follow established procedures and work with the PRU Manager to keep processes up to date with public records laws.
Prepare and organize records from electronic systems and hard files; save and catalog them accurately.
Review requests, clarify scope when needed, and decide whether PRU or another ODHS program should process the request.
Protect confidential information and ensure records are released appropriately under public records laws.
Update request status and notes regularly in Adobe Experience Manager (AEM).
Work with ODHS staff and outside partners to gather records or determine the correct custodian.
Support / Administrative
Communicate clearly with requestors by email and phone to gather details and provide information.
Respond to general questions about the records request process.
Create basic reports and track program data for planning and improvements.
Help update procedures and support consistency across the agency.
Attend meetings, assist with agendas, take notes, and participate in trainings and development opportunities.
Minimum Qualifications
Three years of secretarial or administrative support experience that includes coordinating office procedures, preparing narrative and statistical reports, and administrative data collection and analysis; OR
An associate degree in general office occupations and two years of secretarial or administrative support experience that includes coordinating office procedures, preparing narrative and statistical reports, and administrative data collection and analysis; OR
An equivalent combination of education and experience.
Essential Attributes
We are looking for candidates with:
Experience staying organized, managing multiple priorities, and meeting deadlines in a fast‑paced, high‑volume environment.
Experience working independently, using good judgment, planning work effectively, and taking initiative to complete tasks.
Experience managing multiple projects or assignments simultaneously while tracking progress and delivering accurate, timely results.
Experience building positive working relationships through clear communication, collaboration, and a customer-focused approach with individuals from diverse backgrounds and communication styles.
Knowledge of ODHS programs and systems, or other related Human Services experience, as well as knowledge of applicable statutes, rules, policies and procedures for record requests and release.
Attention all candidates! A cover letter, no more than two pages, is required as part of the application. It will be used to determine whether you meet the minimum qualifications and essential attributes for this position. Include in your cover letter, how you meet the minimum qualifications, how you demonstrate the essential attributes, and the desired skills. Failure to submit the required cover letter will result in disqualification of your application.
Your resume (optional) and cover letter may be uploaded in the Resume/CV field on the online application. Do not upload documents in the Education section, as those are not visible to recruiters or hiring managers at this time.
Your application materials will determine if you are selected to move forward in the hiring process and will be used to determine your starting salary range if you are selected as a final candidate.
Please include detailed work history that includes the month/year start date and month/year end date for each role/job. If applicable for college degrees, please clearly indicate if a degree has been completed when providing educational history (graduation dates are not required on applications).
If you are selected as the final candidate and a degree is listed as a minimum qualification for the position, please be prepared to provide verification of your completed education before moving forward in the hiring process.
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.
The use of outside resources such as Artificial Intelligence software during applicant skill assessments, examinations, and/or interviews is prohibited unless otherwise stated by the hiring agency. Unauthorized use of outside resources during the hiring process will result in disqualification.
Working Conditions
This work is done in a fast-paced office environment. There is high volume workload with short time frames on response.
This position requires lifting and moving boxes of documents that may be part of daily duties.
This position handles sensitive information and must maintain confidentiality regarding client information and client-attorney privileged information.
Remote or hybrid work will be considered in filling this position. The ability to report to a Salem office more frequently is required during the training period, and when business or operational needs are dependent on onsite activities.
This position requires a valid driver’s license or other acceptable method of transportation.
Background Checks and Requirements
If selected as a finalist, we will conduct a criminal history and background check. Adverse criminal history or background check may lead to disqualification. Additional background check information.
The Oregon Department of Human Services does not offer visa sponsorship. Within three days of hire, you will be required to complete the US Department of Homeland Security’s I-9 form confirming authorization to work in the United States. ODHS will use E-Verify to confirm that you are authorized to work in the United States.
This position requires a valid driver’s license or other acceptable method of transportation.
Benefits
ODHS Employee Resource Group communities that promote shared learning.
Cost of Living Adjustments.
Annual salary increases (until you reach the top of the listed salary range).
Amazing benefits package.
Possible eligibility for the Public Service Loan Forgiveness Program.
Employment Preference
Veterans’ and Oregon National Guard preference:
General Information
This is a permanent, full-time position and is represented by the Service Employees International Union (SEIU).
This recruitment may be used to fill future vacancies in the same classification.
Contact Information
We invite you to contact the recruiter for accommodation requests under the Americans with Disabilities Act (ADA), application questions or job-specific questions.
The recruiter for this position is Nora Leyva Esquivel. If you contact the recruiter, please include the job requisition number: REQ-204543.
Email: [email protected]
Phone (call or text): 503-269-4222
