What are the responsibilities and job description for the Record Sealing Coordinator, Administrative Specialist I (Wilsonville) position at Department of Corrections?
Initial Posting Date:
01/16/2025
Application Deadline:
01/26/2025
Agency:
Department of Corrections
Salary Range:
$4,447 - $5,849
Position Type:
Employee
Position Title:
Record Sealing Coordinator, Administrative Specialist I (Wilsonville)
Job Description:
Record Sealing Coordinator, Administrative Specialist I (Wilsonville)
Offender Information and Sentence Computation – Wilsonville, OR
Oregon Department of Corrections
We have an exciting opportunity inviting interested professionals to apply for an opening as a Record Sealing Coordinator at Offender Information and Sentence Computation in Wilsonville, Oregon!
About the Job – Your Role
As a Records Sealing Coordinator you will be responsible for processing and managing court orders to seal or unseal criminal records in compliance with legal and procedural standards. You will be reviewing, analyzing, and implementing sealing orders by locating and removing relevant records from various systems and storage formats, ensuring adherence to laws, policies, and departmental procedures.
Key duties involve tracking and updating sealing requests in a comprehensive database, collaborating with legal and court personnel to resolve discrepancies, and providing expertise on laws, rules, and procedures to stakeholders. You will contribute to the development and maintenance of policies, procedures, and training materials to support compliance efforts throughout the agency.
This position is represented by American Federation of State, County, and Municipal Employees (AFSCME). 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
- DOC400
- Reviewing records requests
- Making decisions based on department policies
- Reviewing forms for completeness and accuracy
- Law Enforcement Database System (LEDS) Certification
- Working independently to set priorities, meet deadlines, and manage a caseload
- Interpreting and applying laws, rules and policies when making decisions
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.
Cover Letter
Please submit a cover letter no longer than two (2) pages addressing why you are interested in this position and describe your qualifications relating to the following desired attributes:
- Working with confidential information
- Reviewing, reading, and interpreting statues, rules, policies, and LEDS reports
- Using independent judgment to make decisions
- Maintaining a complex filing system
Failure to upload a cover letter or fully address the prompt may result in the dismissal of your application.
Working Conditions
This position works at the Offenders Information and Sentence Computation Unit located onsite at the Coffee Creek Correctional Facility in Wilsonville and may include contact with adults in custody. Travel throughout the state to correctional institutions and archived records may be required.
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 promote public safety by holding offenders accountable for their actions and reducing the risk of future criminal behavior.
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 listed above is for non-PERS qualifying applicants. PERS qualifying applicants may be eligible for an adjusted range to reflect an additional 6.95%.
The State of Oregon provides a generous benefit package, which includes:
- Family health, vision, and dental insurance
- Vacation, sick leave, and 11 paid holidays
- 21 days paid military leave for national guard and reserve components
- Optional short and long-term disability
- Term life insurance
- Fully paid retirement program
- Oregon Saving Growth Plan
- Flexible spending accounts for health and childcare
- And more
About the Process – What to Expect
- After the application deadline, a recruiter will review submissions for education and experience to identify candidates who best fit the minimum qualifications and requested skills.
- Top candidates will be referred to the hiring manager.
- The hiring manager will review your application and schedule interviews.
- Interview will be held with a panel of stakeholders who have completed panel assessment training. Scores will be determined based on predetermined questions and scoring guides. Preferences points will be applied in compliance with relevant laws and bargaining agreements. There may be multiple rounds of interviews.
-
Final candidates will have a background check, PREA check, and reference checks.
-
A Classification and Compensation analyst will review the Workday Application of the successful candidate to determine starting wages. Learn more about Equal Pay.
- A job offer will be extended through Workday to the successful candidate. Congratulations, and welcome to the team!
Requirements for Employment
The successful candidate for this position must pass a Criminal Justice Information Systems (CJIS) fingerprint-based background check and maintain CJIS eligibility. Due to CJIS requirements related to system access, there may be some felony convictions that could disqualify you for this position. However, having a felony record does not exclusively restrict you from being considered as an applicant. CJIS clearance is done at the conditional job offer. If you have questions about whether or not your criminal record could disqualify for you, please contact the recruiter for more information.
Additional Information – Please monitor your Workday and email accounts. You may be contacted through Workday or have additional tasks to complete.
Equity, Diversity, Inclusion, and Belonging (EDI&B) is embedded in the Department of Corrections core values. The department strives to be a model employer committed to promoting diversity, equity, inclusion, and belonging. Ensuring legal compliance, efficiency, and exceeding expectations to deliver the best public services.
We are proud to be an Equal Opportunity Employer. We evaluate qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran or protected veteran status, genetic information and other legally protected characteristics. Additional information can be found from
The U.S. Equal Employment Opportunity Commission (EEOC) Know Your Rights
.
The Oregon Department of Corrections is responsible for complying with the Federal Prison Rape Elimination Act (PREA 42 U.S.C. 1997). PREA prohibits the Oregon Department of Corrections from hiring, promoting, or contracting with anyone, (that will have direct contact with residents), who has engaged in, been convicted of, or been civilly or administratively adjudicated for engaging in sexual abuse in confinement settings.
Learn more about PREA.
Under Oregon Law, qualifying veterans may apply for veterans’ preference. Review our
veterans’ preference page
for details about eligibility. Please note – if you are a veteran, you will receive a task in Workday to upload your documents immediately after you submit your initial application.
Questions
If you have questions about the position, selection process, or need accommodations to participate in the recruitment process please contact the recruiter and reference the requisition number.
Recruiter: Stephanie Johnston,
Stephanie.M.Johnston@doc.oregon.gov
Reference Number: 173262
- Workday will timeout after 15 minutes of inactivity. You may lose progress on your application.
- Workday performs weekly maintenance Friday evenings, and the system may be down for several hours.
- ODOC does not offer visa sponsorship. Within three days of hire, applicants will be required to complete an I-9 and confirm authorization to work in the United States.
- This applicant list may be used to fill future vacancies. Application information may be used throughout the entire selection process. This process is subject to change without notice.
- This announcement is intended as a general descriptive recruitment guide and is subject to change. It does not constitute either an expressed or implied contract. The pay and benefits on all announcements may change without notice.
