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Location

Salem, OR | United States

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Job description

Initial Posting Date:

02/15/2024

Application Deadline:

03/04/2024

Agency:

Oregon Youth Authority

Salary Range:

$3,619 - $5,483

Position Type:

Employee

Position Title:

• Administrative Specialist 2 - Records Collection and Response Support

Job Description:

OREGON YOUTH AUTHORITY

Administrative Specialist 2 - Records Collection and Response Support

Salem Oregon - Central Office - Equitable Building

Join our dynamic team at the Public Policy and Government Relations Office as a permanent, full-time Records Collection and Response Support Specialist! If you're ready to contribute to vital aspects of risk management, legal compliance, and public transparency, this position is for you. As our specialist, you'll play a pivotal role in managing records related to risk management, litigations, and public and youth records requests. Your responsibilities will involve intricate analytical work, researching relevant records, coordinating with agency staff, and ensuring the efficient storage and retrieval of critical information.

Additionally, you'll assist in the development of informational materials and contribute to the refinement of agency policies and procedures. This role demands meticulous attention to detail, a keen understanding of legal processes, and the ability to thrive in a fast-paced environment with confidentiality as a top priority. If you're passionate about maintaining the integrity of records while supporting organizational objectives, apply now to join our team!

Top Duties of the position:

• Responds to records requests, and risk, insurance, tort claims and lawsuits by interpreting, collecting documents and information, creating summary responses, and implementing litigation holds. Determines what information and records pertain by knowing operations identifies program content expert staff to locate, compile, copy and redact required records. Releases records as allowed by law, rule and policy.
• Collects, reviews, catalogs and provides documents for risk review, discovery and other matters. Tracks processes to ensure timelines are adhered to.
• Support staff across the agency with technical expertise in OYA records response policies and procedures. Explains the process to youth, families and attorneys.

**Would you like to learn more about this position and OYA? Join us on Wednesdays between 11:00 a.m. - 11:30 a.m. for OYA Career Chats.

Click Here to Register for OYA Career Chats!

Additional Information:

• We may use this recruitment to fill future vacancies.
• Starting Salary Expectations: $43,428.00 to $47,376.00 yearly; based on qualifications, experience, and internal equity (should you have significant years of experience performing this work, starting salary may be higher).
• Position Salary Range: up to $70,332.00 yearly Salary.
• This position receives annual step increases on anniversary date until the maximum of the salary range is reached.

• Upon PERS eligibility

  , employees will receive a 6.95% increase to their base salary and will pay

  the employee 6% contribution to PERS

  .
• Please save a copy of this job announcement for your reference, as it may not be available for you to view after the job closes.
• Hybrid Work: This position is eligible for a flexible remote work schedule, and you will be required to come into the office as needed. Remote work is evaluated periodically to ensure business needs are being met and can be adjusted at any time.

About OYA

The Oregon Youth Authority (OYA) is a national leader in the juvenile justice field, pioneering the implementation of a positive human development framework for its work with staff and youth, and using data to match the right youth with the right services. We seek to foster cultural competence and pursue equitable solutions to support youth under our care. Our agency mission is to protect the public and reduce crime by holding youth accountable and providing opportunities for reformation in safe environments.

If you are looking to join a team that values individual and cultural differences and the opportunity to contribute in the success of youth reformation by enriching our workforce with diversity, OYA wants to hear from you!

People of color, women and other members of historically underserved communities are strongly encouraged to apply!

For more information please visit .

What's in it for You?
OYA values our employees. We believe that your time outside of the workplace is as valuable as it is inside the workplace. We offer a great work/life balance with flexible work schedules on most positions and a competitive benefits package, including low-cost, high-coverage

health insurance

, generous time-off, and a competitive

retirement plan

.

Discover more about working in Oregon state government by

clicking here

.

What You Need To Qualify:

• 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.

DESIRED ATTRIBUTES/APPLICATION SCORING CRITERIA: In addition to your related work experience and education, we will use the attributes below to determine whom to interview.

• Detail oriented. Able to keep track of large amounts of information and processes within consistency and adherence to policy.
• Ability to interpret situation and apply the appropriate laws, rules, policies and procedures. Determine when something falls into past practice, questions past practice and requires new process improvement efforts or decisions.
• Strong listening, written and verbal communication skills that can understand needs and requests from others and explain complex situations simply and in an understandable manner.
• Can manage and adhere to timelines, completing tasks, with frequent interruptions and need to follow up with others to ensure task completion.
• Ability to maintain confidentiality and use discretion. Build trust in relationships and become a resource for others in role.
• Familiarity with records and legal processes.

How to apply:

• Complete the application fully or upload a complete resume including dates of employment and duties/responsibilities of each position.
• Complete the questionnaire / supplemental questions.
• RESUME & COVER LETTER REQUIRED: Submit a cover letter describing how you meet the qualifications and the desired attributes above. Include in your cover letter any work experience in legal processes and records management.
• After you submit your application please respond to the public records request authorization and gender identity questionnaire. This step will come after you submit and will complete the process. If you are an employee, the tasks will come to your Workday inbox.
• If you are a veteran, you may receive preference.

Possible Interview Dates:

• 1st round interviews (virtual): March 12
• 2nd round interviews (in-person): March 19

Additional Information

Our goal is to be a diverse workforce that is representative, at all job levels, of the citizens we are here to serve. OYA is an equal opportunity and affirmative action employer. All aspects of employment including the decision to hire, promote, discipline, or discharge, will be individualized based on merit, competence, performance, and business need.

We do not discriminate on the basis of race, color, religion, marital status, age, national origin, ancestry, physical or mental disability, medical condition, pregnancy, genetic information, gender, sexual orientation, gender identity or expression, veteran status, or any other status protected under federal, state, or local law.” The more diverse we are, the better our work will be.

Applicants with a disability may request a reasonable accommodation to participate in the hiring process. For assistance regarding reasonable accommodation or for alternative format please contact OYA Recruitment at 971-345-1236. Oregon Relay Service can be reached by calling 7-1-1.

Pre-employment Checks:

In keeping with our mission, OYA will conduct a criminal record check, per

OAR 416 Division 800

, a driving record background check and a vulnerable population abuse and neglect check. Information obtained about an individual is confidential. An individual who refuses to consent to a criminal records/background check shall be disqualified from consideration in the position for which you applied. All applicants are subject to additional pre-employment check(s) such as fingerprint based on criminal records check, pre-employment drug screening and/or education verification as required for the position.

In 2003 Congress passed the

Prison Rape Elimination Act

(PREA), the first federal civil statue focused specifically on addressing sexual violence in juvenile facilities, jails, prisons, and other facilities. In recognition of the rights, safety, and well-being of the youth we serve you will be asked specific questions about your background to ensure our hiring and promotion practices comply with the National PREA standards.

All positions in OYA will require the incumbent to serve as a "mandatory reporter" of child abuse.

Visa Sponsorship:

We do not offer Visa sponsorship. If you are hired, you will be required to fill out the US Department of Homeland Security’s I-9 form confirming you are able to work in the US. OYA uses E-Verify to confirm that applicants are authorized to work in the United States.

Have Questions?:

For questions about the job announcement, contact our Recruitment Team

[email protected]

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