Records Management Administrative Specialist (Administrative Specialist 1)

Initial Posting Date:

10/21/2024

Application Deadline:

11/01/2024

Agency:

Oregon Health Authority

Salary Range:

$3,477 - $4,755

Position Type:

Employee

Position Title:

Records Management Administrative Specialist (Administrative Specialist 1)

Job Description:

The Oregon Health Authority (OHA), Public Health Division (PHD), Center for Vital Statistics in Portland, Oregon has a career opportunity for a Records Management Administrative Specialist to provide administrative coordination and support for the Records Management Program.

This is a full-time, permanent, classified position and is represented by a union. This recruitment may be used to establish a list of qualified candidates to fill current or future vacancies.

What you will do!

As the Records Management Administrative Specialist, you will provide administrative coordination and support for the Records Management Program. You will also review and process vital records, such as birth, death, marriage, and divorce records, to determine if records meet legal standards for registration in the state vital records system, complete quality assurance review to ensure information on vital records meets state and national data standards, prepare vital records for preservation following state archive standards, and provide back up support for the Program and general administrative support for the Center for Health Statistics as needed.

What we are looking for:
Minimum Qualifications:

• Two years of secretarial or basic administrative support experience that includes records processing, generating documents, and gathering and sorting data. OR
• An associate degree in general office occupations and one year of experience with records processing, generating documents, and gathering and sorting data. OR
• An equivalent combination of education and experience.

Desired Attributes:

• Experience communicating effectively, orally and in writing, across different levels of an organization, including internal and external partners.
• Experience working productively with many priorities, competing deadlines, and simultaneous assignments.
• Strong problem solving, organizational, and streamlining skills.
• Basic knowledge of project management principles and methods.
• Experience with records and information management, including reviewing records or documents for accuracy, completeness, and compliance with established criteria, performing data entry with speed and accuracy, editing data to maintain accuracy, contacting customers to obtain information to complete processing, and tracking, compiling, and maintaining documents.
• Experience developing and implementing quality improvement processes and procedures.
• Broad understanding of medical terminology.
• Experience applying and explaining or clarifying laws, rules, policies, and procedures affecting assigned work.
• Experience and Proficient in Word, Excel, Outlook, PowerPoint, Visio, Teams, Adobe Acrobat, and tracking or file management software.
• Experience adhering to highest standards of privacy, security and confidentiality laws, policies, procedures, and guidelines.
• Strong team player skills, including the willingness to listen, collaborate, share information, and contribute to the team’s success.
• Experience creating, promoting, welcoming, and maintaining a culturally competent and diverse work environment.

Working Conditions:
Due to the nature of the duties for this position, 100% of the work is conducted in the office at the Portland State Office Building located at 800 NE Oregon Street, Portland, Oregon, five days a week during standard office hours for the first 6 months working in the position. Remote work, no more than one day per work week, may be considered after working in the position for 6 months if remote work meets business operations.

What's in it for you?

The Public Health Division is a team of passionate individuals working to promote health across the lifespan of individuals, families, and communities. We value and support unique perspectives using a trauma-informed approach and aim to reflect these values in our hiring practices, professional development, and workplace. We are committed to racial equity as a driving factor to improve health outcomes for all communities that experience inequities.

• We offer exceptional medical, vision and dental benefit packages for you and your qualified family members with minimal out-of-pocket costs (member cost share is as low as 1% - 5%). Try this free virtual benefits counselor by clicking here: https://www.oregon.gov/oha/pebb/pages/alex.aspx 
• Paid Leave Days:
  • 11 paid holidays each year.
  • 3 additional paid personal business days each year.
  • 8 hours of paid sick leave accrued each month.
  • 8 hours of vacation leave accrued each month with increases every 5 years.
• Pension and Retirement plans. After six months of service, you may qualify for the Public Employee Retirement System (PERS). New employees may be enrolled in the Oregon Public Service Retirement Plan (OPSRP).
• Student Loan Forgiveness; Public Service Loan Forgiveness (PSLF) opportunity. The PSLF program may forgive student loan balances after you’ve made the equivalent of 120 qualifying monthly payments. 
• Optional benefits include short-term disability, long-term disability, deferred compensation savings program, and flexible spending accounts for health care and childcare expenses.
• Continuous growth and development opportunities.

The Oregon Health Authority is committed to: 

• Eliminating health inequities in Oregon by 2030
• Becoming an anti-racist organization
• Developing and promoting culturally and linguistically appropriate programs, and
• Developing and retaining a diverse, inclusive, and equitable workforce that represents the diversity, cultures, strengths, and values of the people of Oregon.

Directions to Apply:

• Complete the online application.   
• Upload a current resume that demonstrates how your personal (lived), educational, and professional experience qualify you for this position. (required)
• Upload a cover letter that addresses the points listed under the section titled “What we are looking for”.(required)

*Applicants who fail to upload a resume and cover letter may not be considered.

External Applicants Click on the “Apply” link and submit your application. View this video for assistance.

Internal Applicants (Current State of Oregon employees): Apply via your employee Workday account through the Jobs Hub worklet. View this job aid for assistance.

Helpful Tips/Resources:

• This posting closes at 11:59 PM on the close date listed.
• Workday may timeout after 20 minutes of inactivity.
• After you submit your application, you will have additional tasks to complete in Workday. Please continue to check your Workday account throughout the recruitment process.
• Workday performs best in Google Chrome.
• Oregon Health Authority Website
• Oregon Health Authority Programs and Divisions
• Career Resources
• Applicant Help and Support

Additional Information:

• Pay Equity: Please ensure you have provided thorough and updated application materials as it pertains to the position for which you are applying. Your application materials will be used to determine salary based on a pay equity assessment. For further information, please visit the Pay Equity Project homepage.
• The salary listed is at the non-PERS rate. Public Employee Retirement System (PERS) eligible employees will have their base salary increased by 6.95% and pay the 6% employee contribution to PERS. If you are not yet PERS eligible, the 6.95% pay increase and employee contribution will be effective upon PERS eligibility.
• Veterans: Eligible veterans who meet the qualifications will be given veterans' preference. For further information, please see the following website: Veterans Resources.
• Visa Sponsorship: Oregon Health Authority (OHA) 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. OHA is an E-Verify employer and will use E-Verify to confirm that hires are authorized to work in the United States.
• Background Check: If you are offered employment, your offer will be contingent upon the positive outcome of an abuse check, criminal records check and driving records check. The information will be shared with the Oregon Health Authority (OHA), Office of Human Resources (OHR). Any criminal or founded abuse history will be reviewed and could result in the withdrawal of the offer or termination of employment.

Have Questions or Need Help?
If you require reasonable accommodation in completing this application, interviewing, completing any pre-employment testing, or otherwise participating in the employee selection process, please direct your inquiries to Aimee Buchholz at aimee.d.buchholz2@oha.oregon.gov.

TTY users please use the Oregon Telecommunications Relay Service: 1-800-735-2900. For technical support, please call toll free 1-855-524-5627, for customer service assistance.

Affirmative Action, Equal Opportunity, and Pay Equity

The Oregon Health Authority is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, protected veteran or disabled status, genetic information, or any other protected class under state or federal law. In addition, we do not discriminate, or screen applicants based on current or past compensation. We determine salary by reviewing your application materials to evaluate your related education, experience, and training for this position. For further information, please visit the Pay Equity Project homepage. To learn more about OHA’s mission, vision, and core values, click here.

The Oregon Health Authority is an equal opportunity, affirmative action employer committed to workforce diversity and anti-racism.