Record Management Coordinator (Office Specialist 2)

Record Management Coordinator (Office Specialist 2)

The Oregon Health Authority (OHA), Public Health Division (PHD), Oregon State Public Health Laboratory (OSPHL) is seeking a Record Management Coordinator (Office Specialist 2) to support critical records and specimen management functions within the laboratory.

In this role, you will respond to and track requests for patient records, public records, information, and laboratory data, while also monitoring and managing requests for laboratory specimens from research groups, individuals, and public health partnersensuring each specimen is released according to established procedures. You will handle inquiries from staff regarding retention requirements for records or specimens and provide guidance on records management practices. This position also assists in updating OSPHL's records management policies, procedures, and training; ensures all laboratory, personnel, and employee health records are managed and destroyed in compliance with state and federal public records laws, accreditation standards, and OHA/DHS HR policies; and supports HIPAA compliance by following up on and reporting disclosures according to Information Security and Privacy Office (ISPO) policies.

Minimum Qualifications: These qualifications must be reflected in your application for consideration.

• Two years of general clerical experience that includes keyboarding, word processing, or other experience generating documents OR
• An associate degree in any field OR
• An equivalent combination of education and experience.

Desired Attributes: The following are desired attributes that we have identified as key to success for this role at OHA. These are the attributes we are looking for in our top candidate. If you possess any of these attributes, please highlight them in your application, resume, and address specifically in your cover letter.

• Experience with records management practices, including applying retention schedules, managing the full record lifecycle, and establishing or maintaining organized filing systems.
• Knowledge of record retention requirements and secure record destruction processes to ensure compliance and proper safeguarding of sensitive documents.
• Familiarity with electronic records management systems and the ability to support digital recordkeeping workflows.
• Experience handling protected information, including sensitive or protected health information, with a strong commitment to confidentiality and data security.
• Skill in responding to records or public records requests in a timely, accurate, and customer-focused manner.

Preference Statement: Preference will be given to candidates possessing more years of experience and meeting more of the desired attributes.

Application Guidance

Your candidate profile and application are your opportunity to showcase your skills and interest in this role. Submissions will be reviewed for clarity, consistency, and communication skills, and for alignment with the guidance provided below:

• Resume Attach your current resume that clearly outlines your education and work experience relevant to this position.
• Cover Letter (Required) A cover letter is required. Failure to upload any of the required documents will result in your application being disqualified.
• Supplemental Questions Answer all supplemental questions completely and accurately.
• Final Check! Before submitting, confirm that all required materials are included, and your Workday Job History is current. The information in your application will be used to complete an Equal Pay Analysis to determine salary placement upon hire. Visit the Equal Pay Analysis Webpage for more information.

How to Apply:

• External Candidates: Visit the State of Oregon job opportunities webpage or click the "Apply" tab above to submit your application, following all submission requirements.
• Internal Candidates: Current State of Oregon employees must apply through their employee Workday login, following all submission requirements.

After You Apply:

• Complete any pending tasks in Workday under "My Applications" prior to the application deadline.
• Check your email (including junk folder) and Workday inbox regularly for updates on your application.

Reminders:

• Eligible veterans and Oregon National Guard servicemembers (current and former) who meet the qualifications of the position will be awarded candidate preference. To protect your information and ensure correct processing, please follow the instructions for submitting your Veterans' Preference documentation.
• Please download and save a copy of this job announcement and linked position description, as it is not available after the application deadline.

About the Team & Benefits of Joining

We offer a workplace that balances productivity with enjoyment; promote an atmosphere of mutual respect, dedication, and enthusiasm. You will collaborate with a team of bright individuals to work with and learn from.

If you're driven by the passion to do something meaningful that changes lives, the Oregon Health Authority is the place for you. We also offer a competitive benefits package including:

• Excellent, low-cost medical, vision, and dental coverage for you and your family.
• Optional benefits like life insurance, disability coverage, deferred compensation, and FSA options for health and childcare.
• Generous paid time off: 11 holidays, 3 personal days, monthly sick leave, and vacation accrual starting at 8 hours/month.
• Potential eligibility for the Public Service Loan Forgiveness Program.
• Retirement security through Public Employees Retirement System (PERS)/Oregon Public Service Retirement Plan (OPSRP).
• Training and development opportunities to grow your career with the State of Oregon.

Additional Details

• This announcement is for one, full-time, permanent, SEIU represented, Record Management Coordinator (Office Specialist 2) position based in Hillsboro, Oregon.
• This is an in-office position. "Review Section 4: Working Conditions" in the position description (linked above) for more information.
• Employment is contingent upon a criminal records check that meets OHA criteria at the time of hire and throughout employment.
• The salary listed is the non-PERS qualifying range. If the successful candidate qualifies for PERS, the salary range will increase by 6.95%. For more information, see the Classification and Compensation page.
• The State of Oregon does not request or require your age, date of birth, attendance or graduation dates from an education institution during the application process.
• This position does not provide visa sponsorship. Within three days of hire, you will be required to complete I-9 documentation and confirm authorization to work in the United States. OHA will use E-Verify to verify work authorization. If your employment eligibility depends on sponsorship now or in the future, you will not meet the requirements for this position.
• We evaluate candidates based on their own skills and experience. Unless explicitly approved, outside resources including Artificial Intelligence (AI) tools are not permitted during assessments or interviews. Use of unauthorized resources will disqualify a candidate from further consideration.

Contact Information Recruiter: Elizabeth Chine Email: View email address on click.appcast.io Phone (text friendly): View phone number on click.appcast.io

Accommodation Requests (ADA): OHA provides reasonable accommodations under the ADA, which may include alternative formats of materials or language support. If you need an accommodation to apply for this position or participate in the selection process, please contact the recruiter listed above.