Public Records Officer, Operations & Policy Analyst 3

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The Oregon Department of Human Services is proud to be an Equal Opportunity Employer. We are guided by our Equity North Star and our vision for a positive RiSE organizational culture that advances equity and diversity. We encourage applications from members of historically underrepresented racial/ethnic groups, women, individuals with disabilities, veterans, LGBTQIA2S+ community members, and others to help us achieve our vision of a diverse and inclusive community.

Opportunity awaits!

The Public Records Unit (PRU), part of the Chief Operations Office, part of Oregon Department of Human Services (ODHS), is seeking a skilled Public Records Officer to analyze complex record requests, make informed release decisions, and ensure compliance with state and federal Public Records Law. In this role, you will explain outcomes to requestors and partners, evaluate operational processes, and recommend improvements that reduce risk and strengthen agency practices. This position offers a high level of autonomy, significant decision‑making responsibility, and the chance to support ODHS programs that serve people and communities across Oregon. If you’re ready to apply your expertise and grow in a mission‑driven environment, we invite you to join our team.

Summary of Duties

As a Public Records Officer, you will:

Records Request Analysis and Release

• Analyze complex record requests and determine what information can be released; apply redactions and cite appropriate laws and rules.

• Explain statutory discretion and release decisions to requestors, ODHS staff, Department of Justice (DOJ) Assistant Attorney Generals (AAGs) and other partners.

• Prepare records for clients, attorneys, media, and the public by redacting or removing non‑releasable information.

• Review large volumes of records to estimate the effort required for redaction and determine applicable fees.

Policy Analysis and Legislative Coordination

• Interpret and explain agency policies, rules, and public records laws to staff, stakeholders, legislators, media, and the public.

• Serve as a subject matter expert on public records processes and provide policy consultation to ODHS programs and offices.

• Work with DOJ AAGs on public records petitions, explaining agency decisions and applying legal guidance within short timelines.

• Collaborate with ODHS Legal to support accountability, protect public interests, and reduce litigation risks.

• Coordinate with partner agencies on requests involving overlapping responsibilities.

• Prepare accurate cover letters that cite relevant statutes, rules, and laws.

• Evaluate statutes and legislative intent; research and prepare background information for executive management.

• Recommend agency positions on legislative proposals and suggest policy or legislative changes.

• Assess policy proposals and advise on likely operational, political, and public impacts.

• Draft or revise policy to reduce operational risk.

Minimum Qualifications

• A Bachelor's Degree in Business or Public Administration, Behavioral or Social Sciences, Finance, Political Science or any degree demonstrating the capacity for the knowledge and skills; and four years professional-level evaluative, analytical and planning work, OR;

• Any combination of experience and education equivalent to seven years of experience that typically supports the knowledge and skills for the classification.

Essential Attributes

We are looking for candidates with:

• Experience in conducting complex analysis, making sound decisions, and solving challenging issues while balancing legal requirements and business needs.

• Experience applying laws, rules, policies, and procedures with strong understanding and skill.

• Experience maintaining attention to detail along with strong organizational and time‑management skills in a fast‑paced, high‑productivity environment.

• Experience communicating orally and in writing with a variety of people, answering questions, and explaining information and decisions.

• Experience working with highly confidential records.

• Knowledge of ODHS programs and systems, or other related Human Services experience, as well as knowledge of applicable statutes, rules, policies and procedures for record requests and release. 

Attention all candidates! A cover letter, not more than 2 pages, is required as part of the application. It will be used to determine whether you meet the minimum qualifications and essential attributes for this position. Include in your cover letter, how you meet the minimum qualifications, how you demonstrate the essential attributes and desired skills. Failure to submit the required cover letter will result in disqualification of your application.

• Your resume (optional) and cover letter may be uploaded in the Resume/CV field on the online application. Do not upload documents in the Education section, as those are not visible to recruiters or hiring managers at this time.

• Your application materials will determine if you are selected to move forward in the hiring process and will be used to determine your starting salary range if you are selected as a final candidate.

• Please include detailed work history that includes the month/year start date and month/year end date for each role/job. If applicable for college degrees, please clearly indicate if a degree has been completed when providing educational history (graduation dates are not required on applications).

• If you are selected as the final candidate and a degree is listed as a minimum qualification for the position, please be prepared to provide verification of your completed education before moving forward in the hiring process.

• The State of Oregon does not request or require your age, date of birth, attendance or graduation dates from an educational institution during the application process.

• The use of outside resources such as Artificial Intelligence software during applicant skill assessments, examinations, and/or interviews is prohibited unless otherwise stated by the hiring agency. Unauthorized use of outside resources during the hiring process will result in disqualification.

Working Conditions

• This work is done in a fast-paced office environment. There is a high-volume workload with short time frames on response.

• This position requires a valid driver’s license or other acceptable method of transportation.

• This position will handle sensitive information and must maintain confidentiality regarding client information and client-attorney privileged information.

• This position must maintain a collaborative and working relationship with ODHS local office staff, DHS central office staff, OHA staff, shared and central services staff, the Department of Justice staff and attorneys, the Oregon Judicial Department staff, the Department of Administrative Services, media, defense attorneys, plaintiff attorneys, legislative offices and various statewide stakeholder groups.

• The work has a significant impact on agency programs department wide. This position makes recommendations regarding application and interpretation of rule, policy and effectiveness of services. The employee is typically delegated responsibility to plan, schedule and carry out major projects. Most of the data handled in this position is of a highly confidential nature and release of such information could result in extremely negative results.

• This position has a high level of autonomy and decision making. This position makes decisions related to charging costs to requestors, extending timelines on requests and determining definitions related to materials available for release.

• Remote or hybrid work will be considered in filling this position.  The ability to report to a Salem office more frequently is required when training, business or operational needs are dependent on onsite activities.

Background Checks and Requirements

• If selected as a finalist, we will conduct a criminal history and background check. Adverse criminal history or background check may lead to disqualification. Additional background check information.

• The Oregon Department of Human Services does not offer visa sponsorship. Within three days of hire, you will be required to complete the US Department of Homeland Security’s I-9 form confirming authorization to work in the United States. ODHS will use E-Verify to confirm that you are authorized to work in the United States.

• This position requires a valid driver’s license or other acceptable method of transportation.

Benefits

• ODHS Employee Resource Group communities that promote shared learning.

• Cost of Living Adjustments.

• Annual salary increases (until you reach the top of the listed salary range).

• Amazing benefits package.

• Possible eligibility for the Public Service Loan Forgiveness Program.

Employment Preference

Veterans’ and Oregon National Guard preference:

• Eligible Veterans and Oregon National Guard servicemembers (current and former) who meet the qualifications of the position will be awarded candidate preference. For more information, please visit Veterans Resources.

General Information

• This is a permanent, full-time position and is represented by the Service Employees International Union (SEIU).  

• This recruitment may be used to fill future vacancies in the same classification.

Contact Information

We invite you to contact the recruiter for accommodation requests under the Americans with Disabilities Act (ADA), application questions or job-specific questions.

• The recruiter for this position is Nora Leyva Esquivel. If you contact the recruiter, please include the job requisition number: REQ-204581.

• Email: [email protected]

• Phone (call or text): 503-269-4222