Institution Records Specialist, Administrative Specialist 1(Salem)

Initial Posting Date:

11/06/2026

Application Deadline:

11/22/2026

Agency:

Department of Corrections

Salary Range:

$4,566 - $5,975

Position Type:

Employee

Position Title:

Institution Records Specialist, Administrative Specialist 1(Salem)

Job Description:

Institution Records Specialist, Administrative Specialist 1(Salem)

Oregon State Penitentiary

Oregon Department of Corrections

The Offender Information and Sentence Computation (OISC) Unit is committed to providing efficient and secure management of institutional records, court processes, and data within our operational framework.

We are seeking a highly organized and dedicated OISC Institution Records Specialist to manage and oversee security, maintenance, court processes, and data management.

About the Job – Your Role

In this role, you will ensure the smooth coordination of all records-related processes across OISC offices, maintain the security and integrity of institutional records, and facilitate court processes. You will also be responsible for developing and managing systems for data collection, tracking, and reporting. Additionally, you will provide administrative support to the OISC Central Unit to help streamline office operations and maintain compliance with legal and organizational standards.

You will receive, review, process, and follow-up on all documents, reports, and forms received. Evaluate for completion, compliance, and accuracy with established criteria; determine application needed based on applicable Oregon Revised Statutes (ORS), Oregon Administrative Rules (OAR), OISC Policy and/or Institution Policy and distribute to and advise the appropriate persons, department or file. Includes follow-up with appropriate parties when action is needed.

You will respond to subpoenas, court orders and written and telephonic requests for public records/information. Includes need to evaluate and review requests for offender information and research applicable rules to determine whether records are exempt from disclosure in accordance with applicable laws, rules and/or regulations. Independent judgment is required to analyze and apply precedents and instructions received from department legal counsel.

You will create necessary institution documents and coordinate the Adult in Custody (AIC) movement as applicable for release, transfer, court trips and other AIC transportation. Place an ODOC hold with outside agencies prior to the AIC’s arrival in the outside jurisdiction. Ensure cross-agency notifications have been made in accordance with applicable rules.

You will work with AICs who are close to release to assist them in ordering copies of their birth certificate and social security card.

This position is represented by Association of Oregon Corrections Employees, (AOCE). This position may be eligible for Police & Fire (P&F) benefits through Public Employees Retirement System (PERS), as defined by statute.

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.

Requested Skills

• •Responding to requests in writing
• •Experience with the DOC400
• •Reviewing records requests
• •Making decisions based on department policies
• •Reviewing forms for completeness and accuracy
• •Working independently to set priorities, meet deadlines, and manage a caseload
• •Interpreting and applying laws, rules and policies when making decisions

Preferred Skills

• •Possess Public Notary Certification
• •Possess a Law Enforcement Database System (LEDS) Certification

Application Information

• •In the Work Experience section of your application make sure to include the dates and duties of all relevant positions and details to support how you meet these attributes. If you do not include education or work experience meeting the minimum qualifications, you will not be considered for the position. Only the candidates whose experience most closely matches the qualifications and requested skills of this position will be invited to interview. Applicants must meet the minimum qualifications on or before the job posting close date.
• •The job posting closes at 11:59 PM (PDT/PST) on the close date. After you submit your application, be sure to respond to the two questionnaires relating to public records requests and veterans’ preference immediately following your submittal. These questions are necessary to complete the application process.
• •Please monitor both your email and Workday account for updates regarding this recruitment. You may be asked to submit a skills assessment, a writing sample, or other assessment as part of the application screening process.
• •As part of our selection process, we may require additional assessment stages, such as written exercises, to further evaluate candidates’ qualifications. Meaningful participation in these exercises is required for all applicants moving forward in the process. Failure to complete the required exercise(s) within the specified timeframe will result in disqualification from consideration. All candidates who successfully complete these screening stages and meet the necessary requirements will advance to the next stage in the selection process.
• •Please save a copy of this job announcement for reference, as it is not available for you to view after the announcement deadline.

Working Conditions

Work is performed in an office setting in a correctional facility and includes extended sitting time at a computer terminal, involvement in telephone conversations, research in manuals, writing various documents, climbing ladders, bending, stooping and stretching to reach/obtain/ maintain AIC files. Incumbent is responsible for the operation of security alarms, tools, and key control. Work may be done with other units within the institution inside the secure perimeter. The worker must be able to move full boxes that may weigh 30 lbs. Boxes weighing greater than 30lbs will require assistance in carrying.

This position is subject to response during working hours to emergencies within the department and is subject to assignment to other areas of the department. Contact with AICs is likely and the possibility of exposure to material of a graphic nature and to dangerous situations (e.g. verbal or physical assault) does exist. The AICs have the potential for becoming angry, hostile, abusive, and aggressive, increasing the risk for employees of physical injury, death, and/or being taken hostage.

This position is located onsite at Oregon State Penitentiary in Salem, OR.

About the Department

The Oregon Department of Corrections is responsible for over 12,000 adults in custody in 12 state prisons throughout Oregon. It advises and evaluates counties regarding administration of probation and parole programs supervising more than 24,000 offenders in Oregon communities. The mission is to protect communities, promote accountability, and transform lives.

The Oregon Department of Corrections serves a diverse and changing population of people who are incarcerated and on supervision. We commit to creating an organization both reflecting the diversity of the population we serve and ensuring all employees thrive in a culture of safety, trust, and belonging. We strive to be an anti-racist corrections system. Welcoming, inclusive, and respectful of all people. Free of discrimination, harassment, and retaliation.

The Department offers a variety of programs and opportunity to create a safe and healthy environment to for our staff, volunteers, and adults in custody. Joining the Oregon Department of Corrections is joining a team working for the benefit of our communities through innovative and proven correctional practices.

Benefits

The salary range