Recording Assistant Jobs in Oregon (NOW HIRING)

Current employees: Please apply through the employee portal to be considered for this opportunity.

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The Opportunity:

Are you a detail-oriented professional who loves organization, active environments, and providing excellent customer support? Multnomah County's Department of County Assets is seeking a positive and solution-oriented Records Administration Assistant to join our Records & Archives team!

In this dynamic role, you will do work that truly matters by acting as the structural backbone of our Records and Archives program. You will split your time between active warehouse operations and direct customer service for County staff and the public, ensuring that our county's public and historical records are accurately tracked, safely maintained, and readily accessible. If you enjoy a collaborative, engaging work environment where your effort directly enhances public service transparency and efficiency, we want to hear from you!

As a Records Administration Assistant, your primary responsibilities will include:

• Records Center Operations: You will manage physical boxes sent for storage. You will perform daily internal retrievals and refiles, receive and input box deliveries, assign storage slots, perform data reconciliation quality checks, and pull, palletize and shrink wrap boxes for final disposition. This active role requires safely operating equipment such as lifts, pallet jacks, and hand trucks in a clean warehouse environment and will use our Electronic Document Records Management system (EDRMS) system to create records to document all these activities for the physical records in our care.

• Customer Support: You will answer desk phones, voicemail, and email to assist the public and workforce members with locating records services. You will guide users through processes, refer inquiries to appropriate contacts, and connect staff with operational forms and resources.

• Program and Office Support: You will provide vital administrative assistance to professional staff, aid contract managers with day-to-day supplier tasks, route incoming invoices, and safely escort vendors and maintenance staff through our secure program spaces.

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.

Minimum Qualifications / Transferable Skills:

• Demonstrated experience in a role requiring strong customer service, clear communication, and solution-oriented perspectives.

• Direct experience managing inventory, records, or materials using digital tracking systems or databases, with a proven track record of maintaining high data accuracy and minimizing entry errors.

• Possession of a valid driver's license for driving a County vehicle (Oregon or Washington residency requirement).

• Physical Requirements & Essential Functions:

  • Moves and transports records, materials weighing up to 50 pounds throughout the facility, occasionally requiring use of stairs, or a small elevator.

  • Moves throughout the facility to retrieve, transport, store, and palletize physical records.

  • Positions self to access and retrieve records, materials, or equipment stored in both low spaces and elevated locations (such as high shelving levels requiring the use of ladders or step stools)

  • Maneuvers and operates material-handling equipment (such as hand trucks, carts, an automated lift, and manual or battery operated pallet jacks), which requires obtaining or possessing an Electric Pallet Jack Certification upon hire.

• REQUIRED A cover letter that expands on your resume and addresses how your past experience supports your candidacy for the position and why you are interested in the position.

Required Knowledge, Skills and Abilities (KSAs):

• Criminal Justice Information Systems (CJIS) Authorization: Due to the secure nature of the protected information managed within the Records program, employees are subject to a strict federal background check and fingerprinting in accordance with the FBI's CJIS security policy. This authorization must be successfully passed prior to the official start of employment.

Preferred Qualifications / Transferable Skills:

• Prior experience working within a warehouse, records repository, library materials handling, or mail distribution center environment.

• Familiarity with Document Management Systems or Electronic Records software.

• Proven ability to work effectively as part of a multi-disciplinary team while navigating customer requests professionally.

*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.

Our Commitment to Safety, Trust and Belonging: Multnomah County is committed to developing, nurturing and continually improving workforce equity by identifying and addressing the structural and policy barriers to equal employment opportunity faced by our employees and communities. County employees across the organization have stepped forward to develop a strategic plan and help create a workplace where everyone can reach their full potential. Learn more by reading our Workforce Equity Strategic Plan and exploring our Core Competencies for all County employees.

The Application Packet: Your completed application must include the following items:

REQUIRED A completed online application

REQUIRED A resume Please be sure your resume includes the following for each employer: name of employer, location, dates of employment, your title, and a brief summary of your responsibilities.

REQUIRED A cover letter that expands on your resume and addresses how your past experience supports your candidacy for the position and why you are interested in the position.

Internal Applicants: After you have submitted your application, please check your Workday inbox and complete the Veterans' Preference Questionnaire prior to the application deadline.

The Selection Process:

For details about how we typically screen applications, please review our overview of the selection process page. We expect to evaluate candidates as follows:

• Initial review of minimum qualifications: We may perform a preferred qualification review or send out supplemental questions to identify the highest qualified applicants.

• Assessment of candidates: Review of training and experience by a subject matter expert, a formal exam, or a screening interview.

• Consideration of top candidates: Qualified candidates will be considered in order of rank and score from an eligible list, which may include panel interviews, a final hiring interview, or additional testing.

• Background and reference checks: Finalists must pass a thorough background check (including CJIS authorization) and reference check.

Equal Pay Law:

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 take into account factors such as the candidate's relevant experience, education, seniority, training, and/or tenure. 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.

Benefits:

Multnomah County offers an exceptional benefits package, including employer-funded retirement savings; health and dental insurance at very low cost to full-time employees and their dependents; paid parental leave; wellness programs; a focus on work-life balance; and much more.

• Type of Position: This is an hourly, AFSCME Local 88 union-represented position and is eligible for overtime.

• Work Location: Yeon Building, 1620 SE 190th Ave Portland, OR 97233, Portland, OR.

• Schedule: Monday - Friday, 8:00am - 5:00pm (with some flexibility on start and end times).

• Telework Schedule: This position is an onsite; 1620 SE 190th Ave Portland, OR 97233

• Residency Requirement: All employees must reside in Oregon or Washington; the county cannot support ongoing telework from other locations.

• Visa Sponsorship: We are unable to sponsor work visas, including H-1B, F-1 OPT, or STEM OPT.

Serving the Public During Disasters

Everyday, 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.

In accordance with Oregon Law, Multnomah County is not collecting school attendance dates in the initial application process; please do not include these dates in your resume, cover letter and other application materials.

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.

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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.

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