Archive Specialist (Supply Specialist 2)

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! Take on a vital role ensuring Oregon Department of Human Services archived records are securely stored, accurately maintained, swiftly retrieved, and properly destroyed within a warehouse environment. 

The Imaging and Records Management Services unit converts more than three million pieces of paper - applications, bills, claims, checks and more - into electronic documents each month. Imaging this information makes it more readily available to the people who need it and saves money on storage costs. 

This position is responsible for organizing and prioritizing, coordinating, and executing daily operations at the ODHS Archives warehouse while exercising independent judgment to make appropriate decisions. Daily operations include daily pick up and receipt of records and coordinating and executing delivery methods for record retrieval. This position reviews documents for accuracy, determines space requirements, and applies rules, policies, and procedures to work performed. 

Join our dedicated Imaging and Records Management Services (IRMS) team in Salem as an Archive Specialist (Supply Specialist 2). 

If you’d love to be part of our team, don’t wait—apply today! 

Summary of Duties 

As Archive Specialist (Supply Specialist 2), you will:   

• Archive Oregon Department of Human Services (ODHS) records: 

• Ensure that records are securely stored and conveniently accessible for the duration of the retention period. Maintain a structured physical environment and archiving procedure(s) for storing and retrieving sensitive documents in a secure warehouse environment. 

• Archive Record Requests: 

• Respond promptly when customers request to have records pulled and contact customer to coordinate a method to deliver records: Shuttle, UPS, Hand Deliver or Requestor Pick-Up. 

• Archive Record Destruction: 

• Identify records for destruction according to the pre-assigned dates, verify with current retention schedule, obtain destruction approval from the customer, and document the disposition activity in a database. 

• Archive Warehouse and Office: 

• Ensure that the warehouse office has an operating personal computer, phone and voice message system for timely response to customer requests for records or archiving information. 

Minimum Qualifications  

• Three years of stocking, storeroom or warehouse experience which included procuring a variety of supplies, equipment or materials, maintaining inventory records, and shipping and receiving materials and equipment. 

Essential Attributes 

We are looking for candidates with:  

• Consistently maintain impeccable character, reliability and integrity. 

• Maintain inventory materials and equipment in adherence with operational and safety requirements. 

• Providing a high level of customer service to a diverse group of people through regular operational interactions and when fielding special requests. 

• Exercising appropriate independent judgment in making decisions concerning work methods. 

• Move heavy materials by person and machine. 

• Operate a personal computer to accurately enter, update, correct, and retrieve information. 

Attention all candidates!

• A cover letter is required. Clearly describe how you meet the minimum qualifications and essential attributes in your application materials. Your application materials will determine if you are selected to move forward in the selection process. Please include detailed work and education history. 

• Please make sure your application materials, including your resume and job history are clearly outlined as this information will be used to determine your starting salary range. 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. Note: Your resume and cover letter may be uploaded in the Resume/CV field on the online application. 

• 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 (AI) 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. 

• Important: Please monitor both your email and Workday account for updates regarding this recruitment. You may be asked to submit additional information after initial application. 

• The job posting closes at 11:59 PM (PDT/PST) on the close date. Immediately after you submit your application, be sure to respond to the two questionnaires relating to public records requests and veterans’ preference. These questions are necessary to complete the application process.  

Working Conditions  

Work Locations:

• Office and Warehouse environment. 

Hours:

• Monday–Friday, 8:00 a.m.–5:00 p.m., with occasional overtime required, including evenings and weekends. 

Driving Requirement:  

• A valid driver’s license and acceptable driving record are required for this position.   

• This position requires a valid Oregon Drivers License and ability to operate cargo van in tight driving situations such as loading docks. 

• Daily need to drive a State of Oregon vehicle and safely negotiate loading docks, freight elevators and other skilled driving situations. 

• Driving includes short and long distances, that can be accomplished within 10 business hours to and from destination. 

Warehouse Material Handling Requirements: 

• Daily use of powered material moving equipment like forklifts, lifts and pallet jacks. 

• This position requires strict adherence to material and personnel safety requirements, including proper usage of banding/wrapping supplies, safety straps and harnesses and warehouse safety compliance. 

Physical Requirements: 

• Must have the ability to lift up to 50 pounds on a regular, ongoing basis. 

• Frequent lateral, twisting and bending movement in a warehouse environment is expected. 

• Long periods of regular standing and walking across concrete and in variable climate conditions is often required. 

• This role involves handling sensitive topics related to trauma, abuse, and crises, requiring a trauma-informed approach that is essential to ensure a safe environment. 

• You may interact with individuals who have experienced trauma and may have difficulty managing their emotions. 

• Be prepared for stressful situations that require quick decision-making to ensure safety for yourself and others. 

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. 

•  Finalists must be cleared by the FBI Criminal Justice Information Services (CJIS) through a fingerprint-based criminal records check.  

• A valid driver’s license and acceptable driving record are required for this position.  

• Forklift certification will be required within the training period after hire.   

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’ preference: 

• Veterans’ preference information. 

• How to submit your Veteran documents for preference. Please do not attach your Veterans’ preference documentation in the Resume/CV field of your application. 

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 ​Nadja Rue​. If you contact the recruiter, please include the job requisition number: REQ-190845.