Agency Rules & Record Retention Coordinator (OPA3)

Initial Posting Date: 07/15/2025 Application Deadline: 07/28/2025 Agency: Oregon Public Defense Commission Salary Range: $6,338 - $9,360 Position Type: Employee Position Title: Agency Rules & Record Retention Coordinator (OPA3) Job Description: We are pleased to announce an exciting opportunity for an experienced Agency Rules & Record Retention Coordinator! If you are passionate about public policy, regulatory compliance, organizational improvement and are ready to make a meaningful impact through policy innovation and program coordination, we invite you to apply!    Position: Agency Rules & Record Retention Coordinator (OPA3) This recruitment will be used to establish a list of qualified applicants to fill the current vacancy and may be used to fill future vacancies as they occur. This position is hybrid, however, during the first six months of employment, the selected candidate will be expected to report to the Salem office a minimum of three days of the work week. This in-person presence is essential for onboarding, training, and collaboration with team members. After the initial six-month trial period, the hybrid schedule may be adjusted based on business needs and manager approval. Location: Salem, Oregon  Salary Range: $6,338 - $9,360   What’s in it for you You will continue to be a part of an innovative and strategic group of professionals and enjoy a competitive salary and benefits package!    OPDC supports and encourages work/life balance and overall wellness and offers a generous benefits package including, employer-paid health insurance, vacation, and sick leave, eleven paid holidays, three paid personal days, flexible spending accounts, and an employer contribution retirement plan (PERS).   The posted salary range is the total possible range for the classification. If you are already a participating PERS member or once you become PERS eligible, the salary range will increase by 6%. The top candidate will be screened through a Pay Equity process that evaluates various factors. Please see the Pay Equity website for more information.     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 (4) years of professional-level evaluative, analytical, and planning work. OR Any combination of experience and education equivalent to seven (7) years of experience that typically supports the knowledge and skills for the classification.   What you will do This position serves as the Agency’s Rules & Records Retention Coordinator responsible for ensuring compliance with Oregon Administrative Rules and Records Retention guidelines. It collaborates with other sections to update and develop policies and procedures, recommending program and policy changes to align with the agency’s mission and vision. The role also oversees the implementation of approved recommendations and the creation of new programs. Application Guidance & Requirements:   Current OPDC Employees: Apply via your employee Workday account.   REQUIRED: Attach your most up-to-date resume. Please ensure your Workday profile aligns with your submission. REQUIRED: Attach a cover letter that details how you meet the desired attributes for this position. You cover letter should be no more than 2-pages. (A cover letter that does not meet the required criteria will be graded as ineligible.)    **APPLICATIONS THAT DO NOT PROVIDE THE ABOVE DOCUMENTS WILL NOT MOVE FORWARD IN THE RECRUITMENT**     Duties  Agency Oregon Administrative Rule Coordination This position is responsible for coordinating the agency’s Oregon Administrative Rules program by developing and managing policies, procedures, and hearings in compliance with state laws and guidelines. It involves collaborating with the Secretary of State, internal teams, and external stakeholders to ensure timely and accurate rulemaking, training staff, maintaining records, and providing public information. The role also includes evaluating the program’s effectiveness, identifying risks, and ensuring all reporting and filings are completed according to legislative and regulatory requirements. Agency Archiving and Records Management Program The person in this role is responsible for creating and managing the Agency’s Records Management Program, ensuring compliance with the Secretary of State’s records retention guidelines and aligning with Oregon State Bar Association requirements based on case type. It includes training staff on proper recordkeeping practices, overseeing the retention and disposal of records in various formats and conducting regular reviews for effectiveness and improvement. The role also involves identifying risks, applying best practices, and interpreting policies for staff, legislators, and the public. Agency Policies & Procedures This role is responsible for developing and maintaining policies and procedures for the agency’s Administrative Rules and Records Management programs, in collaboration with various internal departments. It includes analyzing and interpreting policies to ensure compliance with state and federal laws, evaluating the impact proposed policies, and recommending agency actions. It will also involve updating and maintaining accurate web content, monitoring program effectiveness, and ensuring staff understand and follow agency regulations and procedures. The Top (5) Desired Attributes for this Role Regulatory and Legal Compliance Expertise: Deep understanding of Oregon laws, administrative rulemaking processes, and public records requirements to ensure agency compliance. Policy Development and Analytical Skills: Strong ability to draft interpret, analyze, and improve policies and procedures to align with legal standards and operational goals. Communication and Collaboration: Excellent interpersonal skills to coordinate with internal teams, external agencies, stakeholders, and the public effectively. Organizational Program Management: Proven ability to manage complex programs, including rulemaking and records management, with attention to detail and structured processes. Training and Technical Guidance: Ability to train staff, interpret policy, and provide clear guidance on records retention and administrative rule procedures. Who we are The Oregon Public Defense Commission (OPDC) is an agency governed by a 13-member commission appointed by the Governor, which serves as the governing body for Oregon’s public defense system. The Commission provides policy direction and oversight for the administration of the system. The legal services provided by OPDC represent an essential component of Oregon’s public safety system.     OPDC’s mission is to ensure constitutionally competent and effective legal representation for persons eligible for a public defender.  Its office includes the Executive, Appellate, Trial, Trial Development & Resources, and Administrative Services Divisions.  OPDC negotiates contracts with trial level public defense providers and administers and distributes funds for representation and related services for cases during the biennium for criminal, juvenile, and civil commitment cases. The Agency provides compliance and oversight to the trial community providers through quality assurance practices, training, and education. Financial Services processes all expenses related to representation in public defense cases. The Appellate Division provides direct legal representation in the state appellate courts in criminal cases, juvenile dependency and termination of parental rights cases, and parole cases. Other services in the Agency include, Data Collection and Analysis, General Counsel, Human Resources, Information Technology Services, Internal Audit, and Policy Development.      Recruitment Timeline  *These dates are approximate and may change. * Recruitment Closes: Monday, July 28, 2025 @ 11:59 PM Recruiter Screening for Minimum Qualifications: On-going   Hiring Manager Screening for Desired Attributes: On-going   First-Round Interviews: Week of August 4th, 2025 Assessment: Information will be provided following the first round of interviews.   Veterans Preference  Eligible veterans who meet the qualifications will be given veterans' preference. If you checked that you are a veteran, be sure to submit your documentation prior to the close date of this posting. For more information, please go to the State website: https://www.oregon.gov/jobs/Pages/Veterans.aspx      OPDC is an equal opportunity/affirmative action employer and is strongly committed to enhancing the diversity of its workforce. Assistance will be provided in the recruitment, application, and selection process to applicants with disabilities who request such assistance.  Please call (503) 991-2274 as early as possible regarding any assistance you may require.   Oregon state government is a large organization by nearly any standard. With over 40,000 employees working all over the state, in small communities and large, we are proving that government can be innovative. We work as a team, challenging ourselves to be better, faster and more efficient with taxpayer dollars. After all, when every day we are responsible for caring for the needs of a diverse population and thriving business community, we simply must have the best and brightest workforce. If you take responsibility for your actions, are passionate about helping others succeed, and have a reputation for excellence and honesty, why not make Oregon state government your next career move? Joining our team means you open the door to many possibilities. From entry level to executive, outdoor work to policy setting, we have a role for nearly every calling, expertise and background. If you’re looking at us from across the country (or beyond!), know that Oregon is one of the most beautiful places on earth. Made up of seven diverse regions, Oregon has the ocean, mountains, valleys, high desert, cities, small towns, and almost everything in between. Oregon “flies with her own wings.”

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