Risk and Litigation Administrative Specialist

Join the Oregon Youth Authority as a Risk and Litigation Administrative Specialist in our Public Policy and Government Relations Office! This key role supports the agency’s public policy efforts through meticulous records production, redactions, and management of the agency’s torts and litigation portfolio, including production of records for discovery, coordination of records management, tracking of lawsuits, subpoenas, court orders, and various youth records requests. Working independently, you’ll track and respond to active litigation, tort claims, and handle precautionary files. Your analytical skills will be critical as you interpret complex legal and situational nuances, gather relevant records, and communicate with agency staff to ensure a seamless records management process. We seek a detail-oriented professional with a strategic mindset, team-oriented approach, and experience tracking and processing records, discovery requests, and lawsuits. If you're ready to make an impact and uphold agency integrity, we encourage you to apply!

Top Duties of the position:

• Managing records request response and redactions
• Management of tracking tort claims and lawsuits
• Managing the processes and collection of records and information for litigation holds and discovery and other youth record's needs.

**Would you like to learn more about this position and OYA? Join us on Wednesday, December 4 between 11:00 a.m. - 11:30 a.m. for OYA Career Chats.

Click Here to Register for OYA Career Chats!

Additional Information:

• Hybrid Work: This position is eligible for a flexible remote work schedule, and you will be required to come into the office or OYA's MacLaren Youth Correctional Facility as needed. Remote work is evaluated periodically to ensure business needs are being met and can be adjusted at any time.
• This recruitment will be used to establish a list of qualified candidates to fill current and future vacancies.

Comprehensive and equitable base salary offer within the listed range based on your experience, skills and education. For more information on pay equity, click here.

The salary range listed is the non-PERS participating rate. If you are already a participating PERS member or once you become PERS eligible, the salary range will increase by 6%. Please review the Classification and Compensation page for more details.

This position receives annual increases on the anniversary date until the maximum of the salary range is reached.

Please save a copy of this job announcement for your reference, as it may not be available for you to view after the job closes.

Possible Interview Dates:

• 1st round interviews (virtual): December 18, 2024
• 2nd round interviews (in-person): January 8, 2024

About OYA

The Oregon Youth Authority (OYA) is a national leader in the juvenile justice field, pioneering the implementation of a positive human development framework for its work with staff and youth, and using data to match the right youth with the right services. We seek to foster cultural competence and pursue equitable solutions to support youth under our care. Our agency mission is to protect the public and reduce crime by holding youth accountable and providing opportunities for reformation in safe environments.

If you are looking to join a team that values individual and cultural differences and the opportunity to contribute in the success of youth reformation by enriching our workforce with diversity, OYA wants to hear from you!

People of color, women and other members of historically underserved communities are strongly encouraged to apply!

For more information please visit www.oregon.gov/oya.

What's in it for You?
OYA values our employees. We believe that your time outside of the workplace is as valuable as it is inside the workplace. We offer a great work/life balance with flexible work schedules on most positions and a competitive benefits package, including low-cost, high-coverage health insurance, generous time-off, and a competitive retirement plan.

Discover more about working in Oregon state government by clicking here.

​What You Need To Qualify:

• Three years of secretarial or administrative support experience that includes coordinating office procedures, preparing narrative and statistical reports, and administrative data collection and analysis; OR

• An associate degree in general office occupations and two years of secretarial or administrative support experience that includes coordinating office procedures, preparing narrative and statistical reports, and administrative data collection and analysis; OR

• An equivalent combination of education and experience.

DESIRED ATTRIBUTES/APPLICATION SCORING CRITERIA: In addition to your related work experience and education, we will use the attributes below to determine whom to interview.

• Detail oriented. Able to keep track of large amounts of information and processes within consistency and adherence to policy.
• Team player: build trust in relationships and become a resource for others in role.
• Strategic and analytical thinker: ability to interpret situations and apply appropriate laws, rules, etc.
• Familiarity with records and legal processes, and Public Records Act
• Systems and process oriented: can adhere to timelines and deadlines and able to follow up with others.
• Ability to maintain confidentiality and use discretion

How to apply:

• Complete the application fully or upload a complete resume including dates of employment and duties/responsibilities of each position.
• Complete the questionnaire / supplemental questions.
• COVER LETTER REQUIRED: Submit a cover letter describing how you meet the qualifications and the desired attributes above. Include in your cover letter any work experience in legal processes and records management.
• After you submit your application please respond to the public records request authorization and gender identity questionnaire. This step will come after you submit and will complete the process. If you are an employee, the tasks will come to your Workday inbox.
• If you are a veteran, you may receive preference.

Working Conditions

Must be able to work under the following conditions with or without reasonable accommodations:

The person in this position works in a fast-paced, demanding office environment that requires the ability to independently identify and set priorities, adapt to rapidly changing situations and issues, meet tight deadlines, and understand the political and public sensitivity of issues and decisions.  General office environment with daily use of personal computer (PC), software programs, and associated local and network environments. Frequent standing at a copier to either copy, scan or fax. Frequent sitting to redact and catalog files electronically. Frequent telephone and email contact with challenging customers and situations. This person communicates with a range of organizations, officials, individuals from different cultural and demographic backgrounds, attorneys representing clients, District Attorneys, and members of the public. Frequent exposure to high visible and sensitive projects and works with minimal direct supervision in a fast-paced, demanding office environment that requires the ability to independently identify and set priorities, adapt to rapidly changing situations and issues, multitask, meet tight deadlines, and understand the political and public sensitivity of issues and decisions. This person is expected to set a positive example and role model for other staff and youth by maintaining a calm, welcoming demeanor; support OYA policies and procedures; adhere to OYA's core values of integrity, professionalism, accountability and respect; use safe work practices; and obey all state and federal laws, rules, and regulations. This person represents not only the Director's Office, but all of OYA. 

Occasional travel MacLaren and Oak Creek Youth Correctional facilities may occur often and may include other facilities and field offices as needed.  This position works in a tobacco-free environment.  

Additional Information

Our goal is to be a diverse workforce that is representative, at all job levels, of the citizens we are here to serve. OYA is an equal opportunity and affirmative action employer. All aspects of employment including the decision to hire, promote, discipline, or discharge, will be individualized based on merit, competence, performance, and business need.

We do not discriminate on the basis of race, color, religion, marital status, age, national origin, ancestry, physical or mental disability, medical​​​ condition, pregnancy, genetic information, gender, sexual orientation, gender identity or ​expression, veteran status, or any other status protected under federal, state, or local law.” The more diverse we are, the better our work will be.

Applicants with a disability may request a reasonable accommodation to participate in the hiring process. For assistance regarding reasonable accommodation or for alternative format please contact OYA Recruitment at 971-345-1236. Oregon Relay Service can be reached by calling 7-1-1.

Pre-employment Checks:

In keeping with our mission, OYA will conduct a criminal record check, per OAR 416 Division 800, a driving record background check and a vulnerable population abuse and neglect check. Information obtained about an individual is confidential. An individual who refuses to consent to a criminal records/background check shall be disqualified from consideration in the position for which you applied. All applicants are subject to additional pre-employment check(s) such as fingerprint based on criminal records check, pre-employment drug screening and/or education verification as required for the position.

In 2003 Congress passed the Prison Rape Elimination Act (PREA), the first federal civil statue focused specifically on addressing sexual violence in juvenile facilities, jails, prisons, and other facilities.  In recognition of the rights, safety, and well-being of the youth we serve you will be asked specific questions about your background to ensure our hiring and promotion practices comply with the National PREA standards. 

All positions in OYA will require the incumbent to serve as a "mandatory reporter" of child abuse.

Visa Sponsorship:

We do not offer Visa sponsorship. If you are hired, you will be required to fill out the US Department of Homeland Security’s I-9 form confirming you are able to work in the US. OYA uses E-Verify to confirm that applicants are authorized to work in the United States.

Have Questions?:          

For questions about the job announcement, contact our Recruitment Team OYAjobs@oya.oregon.gov