Public Records Coordinator (Administrative Specialist 2)

Initial Posting Date:

05/08/2024

Application Deadline:

05/22/2024

Agency:

Department of Environmental Quality

Salary Range:

$3,945 - $5,479

Position Type:

Employee

Position Title:

Public Records Coordinator (Administrative Specialist 2)

Job Description:

The Oregon Department of Environmental Quality strives to build and sustain an inclusive environment that embraces and values diversity. Employees at all levels of the agency work together to foster fairness, equity, inclusion, and belonging.

We are an equal opportunity employer and do not discriminate based on race, color, national origin, ethnicity, veteran, gender, sexual orientation, religion, age, or physical or mental disability. Candidates from diverse backgrounds are encouraged to apply. We are most interested in finding the best candidate for the job, and that candidate may not meet every one of our listed preferred qualifications.

Lived experience may count towards the preferred qualification. If you are excited about this position, we encourage you to apply. If you are unsure as to whether or not you meet the qualifications of this position, please contact us to discuss your application.

Are you passionate about preserving, enhancing, and protecting Oregon's environment? If so, please consider a career with the State of Oregon at the Department of Environmental Quality (DEQ). At DEQ, employees have the opportunity to work with a dynamic and supportive team of mission-focused individuals tasked with maintaining, restoring, and enhancing the quality of Oregon's air, land, and water. Here is a video about DEQ: https://youtu.be/E-Cs6M9AAlU

The Oregon Department of Environmental Quality has a full-time opportunity for a Public Records Coordinator (Administrative Specialist 2) in Portland, Oregon.

Please consider joining an innovative team, and work to advance our agency's mission to protect and improve Oregon's environmental quality. The Central Services Division (CSD) assists the Agency in achieving its mission by providing central management services for the agency in accounting, budgeting, information systems, human resources, health and safety, training, policy and organizational development, purchasing, and facilities management.

The division serves headquarters and 3 regional divisions, the Vehicle Inspection Program, and the Laboratory and Environmental Assessment Division. Services are provided for over 700 positions, various local and regional governments, and directly to citizens.

Click here to view a map of all of the DEQ offices.

What you will do!

You will oversee the fulfillment of incoming records requests and support the agency records officer in implementing the agency's public records program. You will correspond with parties requesting public records; consult with staff on public records requests to resolve issues and help identify records responsive to requests, including confidential, exempt, and sensitive information; coordinate headquarters multi-program and multi-region public records requests; draft and update procedures related to fulfillment of public records requests; develop and present training; support the agency use of Oregon Records Management Solution for electronic records storage and retention; and process record destructions per agency and state retention schedules.

What's in it for you!

The opportunity to work in a productive and creative environment where no two days are ever the same! We offer a competitive benefits package that offers comprehensive medical, dental, and vision plans for the employee and their qualified family members, as well as paid sick leave, vacation leave, personal leave, and 11 paid holidays a year. In addition, we offer membership in the Public Employees Retirement System (PERS), and you have the opportunity to potentially receive loan forgiveness under the Public Service Loan Forgiveness Program (PSLF). If you are passionate about Oregon's environment, apply today!

This is a full-time, AFSCME represented position.

This recruitment may be used to fill future vacancies.

What are we looking for?

Minimum Qualifications: 3 years of secretarial or administrative support experience that included coordinating of office procedures, preparing narrative and statistical reports, and performing administrative data collection and analysis. An Associate's degree in general office occupations will substitute for 1 of the required years of experience.

Candidates who are most competitive will also reflect the following:

• Experience with records management; experience maintaining electronic and hard-copy files; experience using software for records management.

• Experience handling confidential and sensitive information regarding client information and/or client-attorney privileged information.

• Excellent verbal and written communication skills; ability to provide clear, concise, and compelling communication of policy and technical information tailored to the needs of diverse audiences; skill in writing and presenting clear and concise reports that include qualitative and quantitative analyses, recommendations, and conclusions to diverse audiences.

• Strong organizational, customer service, interpersonal, problem-solving, and time management skills with an ability to switch priorities or projects seamlessly; high aptitude for learning new things and an ability to pay attention to detail.

• Experience researching, analyzing, and interpreting data and other information; experience with databases, including entering data, running reports, and maintaining data integrity.

• Experience explaining rules and procedures, as well as experience processing requests for information.

• Proficient in Microsoft Office (Word, Excel, Outlook, PowerPoint, and Teams) and Adobe Acrobat; ability to learn and manage new software and tools needed to efficiently implement the agency's public records program.

• Demonstrated understanding of environmental justice and the historical impacts for marginalized and underrepresented communities; ability to take personal responsibility for increasing their knowledge of environmental justice and diversity, equity, inclusion, and belonging.

Working Conditions:

DEQ believes in a diverse and inclusive work environment. All employees are expected to contribute to a work environment that collectively values and benefits from respecting its diversity and promotes a culture of inclusiveness.

This position will be based out of DEQ's Headquarters Portland office, however, the successful candidate will be eligible for hybrid work. The logistics of hybrid work will need to be worked out with the Hiring Manager prior to your hire and may be changed at any time given specific job duties and business needs.

DEQ will provide necessary hardware (laptop, monitor, keyboard, mouse, and cell phone) for an employee to successfully work from home. At DEQ sites, you will have access to a workspace, however, it may be shared with other employees.

There will be occasional travel on official State business for meetings, public hearings, trainings, and conferences, some of which may include overnight stays, evening work, and/or weekend work. This position will occasionally need to lift up to 25lbs.

How to Apply: (complete the application in full)

• External Applicants Click on the "Apply" button and submit your application. Click this link for the External Candidate job aid, and view this video for additional information.

• Internal Applicants (current State of Oregon employees): Apply through your employee Workday account. View this knowledge article for assistance.

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Please Note: In addition to your related work experience and education, DEQ will use the desired attributes and minimum qualifications above, under the "What are we looking for?" section to determine whom to interview. Please make sure your attributes and minimum qualifications are clearly demonstrated in your application material.

Veterans Information:

DEQ provides veterans' preference points to all eligible veterans. For more information on veterans' preference, please visit Veterans Resources, or call the Oregon Department of Veterans' Affairs at: 1-800-692-9666.

For privacy reasons, please do not attach veterans' preference documents when initially applying. You will be asked to submit those at a later time.

Pay Equity:

As an employer, the State of Oregon complies with HB 2005, the Pay Equity Bill. We do not discriminate on the basis of protected class in the payment of wages, and we do not screen applicants on the basis of their current or past compensation.

Please visit http://www.oregon.gov/das/hr/pages/equity.aspx for more information. Please note: the salary listed is the non-PERS qualifying salary range. If the successful candidate is PERS qualifying, the salary range will reflect an additional 6.95% (6% goes to PERS and .95% covers payroll taxes). Please review the Classification and Compensation page for more details.

Work Authorization:

DEQ does not offer visa sponsorships. On the first day of employment, all hires will be required to complete the US Department of Homeland Security's Form I-9, confirming authorization to work in the United States.

In addition, hires will have three business days from their first day of employment to present documents that establish employment authorization and identity. DEQ is an E-Verify employer and will use E-Verify to confirm that hires are authorized to work in the United States.

Questions/Need Help?

If you have questions about the recruitment or need assistance to participate in the application process, please contact Taylor Hanson, Human Resources Assistant, at taylor.hanson@deq.oregon.gov or (503) 358-3144. TTY users: please use the Oregon Telecommunications Relay Service at 1-800-735-2900.