Public Records Coordinator, Administrative Specialist 2

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.
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: Eligible Veterans and Oregon National Guard servicemembers (current and former) who meet the qualifications of the position will be awarded candidate 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.
About Oregon State Government

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.”

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