Institution Records Manager, Records Management Supervisor 2 ( Wilsonville) for ODOC, BPPPS, OCE employees only
: Job Details :

Initial Posting Date:

12/18/2024

Application Deadline:

12/29/2024

Agency:

Department of Corrections

Salary Range:

$5,409 - $8,372

Position Type:

Employee

Position Title:

Institution Records Manager, Records Management Supervisor 2 ( Wilsonville) for ODOC, BPPPS, OCE employees only

Job Description:

Institution Records Manager, Records Management Supervisor 2 ( Wilsonville) for ODOC, BPPPS, OCE employees only

Offender Information and Sentence Computation - Wilsonville, OR

Oregon Department of Corrections

This position is a job rotation anticipated to last 6 months, though may be extended or decreased due to business need. This rotation available for current regular status employees of the Oregon Department of Corrections, Oregon Corrections Enterprises, or Oregon Board of Parole, Probation, and Post-Prison Supervision with their current manager's approval.

This position has a primary work location based out of the Offender Information and Sentence Computation in Wilsonville, Oregon and is approved to work a hybrid schedule and remote when not required to be in the office or travelling to another institution.

* Note: this position will receive a Cost-of-Living Adjustment (COLA) increase of 6.55% which is not reflected in the salary listed in this posting. The effective date of the increase is January 1, 2025 for February 1, 2025 paychecks.

About the Job - Your Role

The Institution Records Manager provides operational direction, goal development, and program analysis to support the Administrator and OISC management team. You will oversee a team of 21 Institution Support Specialists and one Birth Certificate Coordinator across 12 institutions statewide, providing leadership, training, and guidance on records management. You will develop and implement policies and procedures, ensures compliance with legal requirements, and offers technical advice on records maintenance. You will collaborate with internal and external stakeholders, including DOC staff, legal representatives, law enforcement, and legislative bodies. You will be responsible for maintaining a respectful work environment and serving on various committees and project teams.

This position is management services. This position is not eligible for Police & Fire (P&F) benefits through Public Employees Retirement System (PERS), as defined by statute.

Minimum Qualifications

Four (4) Years of lead work, supervision, or progressively related experience; OR

One (1) year of related experience and a Bachelor's degree in a related field.

Requested Skills

* Ability to lead and motivate a team, setting clear expectations and fostering a positive work environment.

* Excellent written and verbal communication skills with a diverse audience to provide information in a clear, effective, and professional manner.

* Ability to establish and maintain effective working relationships with staff at all levels of the organization.

* Strong judgment and the ability to make informed decisions related to records management and compliance.

* Ability to research, evaluate, and implement statutes, policies, and procedures.

* Experience evaluating staff performance and providing training opportunities.

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 2 pages describing how your experience best compliments the Requested skills listed for this position. Please be specific and include any knowledge, skills, and training gained through your experience.

Failure to upload a cover letter or fully address the prompt may result in the dismissal of your application.

Working Conditions

The Institution Records Manager is expected to work a professional schedule, which may exceed 40 hours per week. Work may take place in an office, an authorized remote location, or within an institutional setting. The Manager is responsible for overseeing all staff assigned to the Institution Records Offices, ensuring operations run smoothly. Their work and leadership must align with, and support, the policies, rules, and procedures of the Department and OISC.

The Manager should be proficient in using a range of computer systems and programs with minimal training, to complete their tasks and supervise the staff. As the Unit is located within a correctional facility, the Manager must follow basic security protocols and may work in the presence of AICs.

The role will involve in-state travel for meetings and Unit representation, which could include overnight stays.

The individual will also be on-call for emergencies related to the Unit and/or Department and may provide short-term coverage for other managers or the Administrator as needed.

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, ...@doc.oregon.gov

Reference Number: 171474

* 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.