What are the responsibilities and job description for the Records Coordinator position at Multnomah County, OR?
Current employees: Please apply through the employee portal to be considered for this opportunity.
Pay Range:
$33.85 - $41.51 Hourly
Department:
Department of Community Justice (DCJ)
Job Type:
Regular Represented
Exemption Status:
United States of America (Non-Exempt)
Closing Date (Open Until Filled if No Date Specified):
March 10, 2025The Opportunity:
OVERVIEW
- Are you organized & analytical and would excel leading a team?
- Do you thrive working in a team environment and value team success?
- Are you interested in advancing in your records career path?
- Do you have a passion for identifying and initiating process improvements?
If you answered “yes” to the questions above, we want you to join our team as a Records Coordinator with Multnomah County's Department of Community Justice Adult Services Division! In this role, you will leverage your corrections or law enforcement records experience to identify opportunities for improvement in both processes and training in order to ensure consistency in the entry of justice involved individual information into DCJ's system of record (Corrections Information System/CIS) and the Law Enforcement Data System (LEDS).
The principal duties in this position include:
- Plan, prioritize, coach, and review the work of assigned staff
- Review processes and data entry work in the various criminal justice systems, i.e. (CIS, LEDS, eCourt)
- Interpret and analyze criminal justice documents
- Identify team building and coaching opportunities
- Act as a role model and provide leadership to Lead Records Technicians in managing all team processes and duties
- Provide assistance and recommendations to management for improvements and procedural processes
- Act as liaison between records and administrative staff and other units or outside agencies
- Works closely with Records Training and Evaluation Program Specialist
The Department of Community Justice is looking for an experienced Records Coordinator who can demonstrate expertise in the following areas:
- Strategic Planning / Leadership: You will develop goals and direction based on the overall county/department mission and vision to increase community safety through positive change.
- Relationships and Community: You will build positive and sustainable relationships with a range of key internal and external stakeholders.
- Leading Cross-Culturally: You will foster an inclusive workplace where diversity and individual differences are valued and leveraged to achieve the vision, mission, and goals of the organization.
- Team Building: You will develop, inspire, and foster employees to work collaboratively.
- Organizational Savviness: You will demonstrate understanding and good judgment of organizational culture and interpersonal relationships, with both internal and external groups, to identify opportunities of mutual interest and benefit.
- Delivery: You will ensure services are provided by quality processes through monitoring and understanding.
- Outcomes: You achieve quality outcomes for the individual, the organization, and the county.
- Personal Development: You will strive for an honest and accurate assessment of oneself and demonstrate willingness for continuous improvement.
- Functional/Technical: You possess specific knowledge about laws, regulations, certifications, licensure and skills for specific assignments.
WORKFORCE EQUITY
At Multnomah County we are committed to maintaining an effective, respectful and inclusive workplace. We value collaborative problem solving and strive for continuous improvement. We strongly believe in workforce equity, diversity and inclusion. Visit our
Workforce Equity Strategies Plan (WESP)
to see where Multnomah County is headed with these values.
DEPARTMENT OF COMMUNITY JUSTICE
Vision ~ Community Safety through Positive Change
The Department of Community Justice (DCJ) is recognized as a national leader in both adult and juvenile community justice. DCJ routinely consults and makes use of evidence-based practices in our program and policy development. The Department's commitment to data-informed decision-making has led DCJ to make smart investments of taxpayer dollars in supervision, sanctions, and services for the county's highest risk and highest need justice-involved individuals. DCJ makes long-term investments in its employees through the provision of education and training. The Department believes that in order to enhance public safety we must work collaboratively with the judiciary, law enforcement, schools, treatment agencies, and the community.
The Department shares information with community members, partners, and staff to keep communities safe by preventing and reducing crime and routinely evaluating which local policies support best practices. DCJ operates 24 hours a day, with nearly 650 regular, on-call, and temporary employees. The Department supervises justice-involved individuals and those defendants requiring pretrial services. DCJ's Juvenile Services Division operates the Donald E. Long Juvenile Detention Facility and is responsible for youth on formal and informal community supervision.
More general information about the Department of Community Justice including our mission, vision, and strategies can be found at:
www.multco.us/dcj
.
The Department of Community Justice's Strategic Plan (Executive Summary and Full report) can be found at:
https://multco.us/file/68223/download
.
Serving the Public, Even During Disasters
Every day, Multnomah County staff work together to serve as a safety net for our communities. During a disaster, this safety net becomes even more critical. All County employees have a role in serving the public during inclement weather, natural disaster, or other types of community emergency response. During these emergency responses, while typically there begins with a call for volunteers, county employees may ultimately be reassigned from their current position to a role in the emergency response in order to support the critical needs presented by our communities. For more information, please visit the
Disaster Service Worker Information
page.
Come Find Your Why
!
TO QUALIFY
We will consider any combination of relevant work experience, volunteering, education, and transferable skills as qualifying unless an item or section is labeled required. Please be clear and specific about how your background is relevant. For details about how we typically screen applications, review our overview of the selection process page.
Minimum Qualifications/Transferable Skills AND Knowledge, Skills & Abilities (KSAs)*:
- Equivalent to the completion of the twelfth grade; AND
- Three years of increasingly responsible clerical and technical experience processing, researching and evaluating corrections or law enforcement records; AND
- Advanced level experience and ability to review processes and data entry work in the various criminal justice systems, i.e. (CIS, LEDS, eCourts); AND
- Advanced level experience interpreting and analyzing criminal justice documents; AND
- Must be able to pass a thorough background investigation, including being fingerprinted on the first day of employment; AND
- Must be able to become LEDS certified.See Oregon Qualifications; AND
- Must be able to become an Oregon Notary within three months of hire.See Oregon Qualifications.; AND
- Required Knowledge, Skills & Abilities (KSAs):
- Advanced level experience in CIS data entry modules: Admissions, Transfers, Modifications, Permanent and Parenthetical Closures (expiration, warrant, abscond, expirations, unsupervised, bench, etc.) in order to audit records regarding housing history, supervision cycles and offenses; AND
- Advanced level experience assisting in evaluating, creating, and implementing CIS training materials and staff training, coaching, providing feedback and team building.
Preferred Qualifications/Transferable Skills*: You do not need to have the following preferred qualifications/transferable skills to qualify. However, keep in mind we may consider some or all of the following when identifying the most qualified candidates. Please clearly explain on your application how you meet any of the following preferred qualifications/transferable skills.
- Additional specialized clerical training and/or college level course work in criminal justice, sociology, psychology or a related field is desirable.
- LEDS certified: Entry/Update Level.
- LEDS Representative qualified, highly desirable
- Effective communication skills, both written and verbal, to ensure business goals are met and to foster working relationships.
- Experience working with confidential documents.
- Proficient in Microsoft Office Suite (Word, Excel, Access, etc.) and/or Google Workspace (Drive, Docs, Sheets).
- Experience working in a law enforcement, criminal justice, or corrections environment.
- Transferable skills: Your transferable skills are any skills you have gained through education, work experience (including the military) or life experience that are relevant for this position. Be sure to describe any transferable skills on your application and clearly explain how they apply to this position.
SCREENING AND EVALUATION
The Application Packet: Please be sure to provide all the materials below in your application submission:
- Online application: Explain all related experience (paid or unpaid) and training in the education and work experience sections of the application.
- Attach a resume: Please indicate how you meet the required minimum qualifications and KSAs. Be sure to explain in detail, including dates, all related work experience, paid or unpaid.
- Cover Letter (optional): Please explain why you are applying for this position and describe how you meet the requirements.
The Selection Process: For details about how we typically screen applications, review our overview of the
selection process page
. We expect to evaluate candidates for this recruitment as follows:- Initial review of minimum qualifications
- Skills Assessment via Google Docs
- Consideration of top candidates/Interviews
- Background Investigation/Fingerprinting
Equal Pay: Please be advised that the pay range listed for this position is intended to provide general guidance on the earning potential for the role. However, actual compensation will be determined in accordance with the Oregon Equal Pay Law and will consider factors such as the candidate's relevant experience and education. Candidates should expect that initial offers will be made within the listed pay range and may not be at or near the top of the range.
ADDITIONAL INFORMATION
Type of Position: This hourly position is eligible for overtime.
Type: Local 88 Union Represented
FLSA: Non-Exempt
Schedule: Monday – Friday, 8a to 5p, 40 hours per week
Location:
MEAD Building
@ 421 SW 5th, Portland, OR 97204 & Multnomah County Courthouse
@ 1200 SW 1st Ave, Portland, OR 97204. This position's telework designation is hybrid. Telework is subject to the Multnomah County Telework Policy
and based on the Department’s business needs. The exact amount of on-site/telework and schedule will be discussed with the hiring manager during time of offer. Telework locations cannot be located outside of Oregon or Washington.
The eligible list established from this recruitment may be used to fill future full-time, part-time, regular, temporary, limited duration, and on-call positions.
Diversity and Inclusion: At Multnomah County, we don't just accept difference; we value it and support it to create a culture of dignity and respect for our employees.
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. The
EEO Know Your Rights poster
is available for your reference. Multnomah County is a VEVRAA Federal Contractor. We request priority protected veteran referrals.
Veterans’ Preference: Under Oregon Law, qualifying veterans may apply for veterans’ preference. Review our
veterans’ preference page
for details about eligibility and how to apply.
Accommodation under the Americans with Disabilities Act: We gladly provide reasonable accommodation to anyone whose specific disability prevents them from completing an application or participating in this recruitment process. Please contact the recruiter below in advance to request assistance. Individuals with hearing or speech impairments may contact the recruiter through the Telecommunications Relay Service by dialing 711.
Questions?
Recruiter:
Joanne Campbell
Email:
joanne.m.campbell@multco.us
Phone:
1 (971) 4012249
Application information may be used throughout the entire selection process. This process is subject to change without notice.
Disclaimer: 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.
Job Profile:
6151 - Records CoordinatorSalary : $34 - $42
