Records Administrative Assistant

Records Administration Assistant

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 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.

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…