City of Portland’s Archives and Records Center
Archives and Records Management Coordinator II
Salary
$59,072.00 - $109,512.00 Annually
Location
1800 SW 6th Ave Suite 550, OR
Job Type
Regular
Bureau
Office of the City Auditor
Job Number
2022-01365
Closing
10/23/2022 11:59 PM Pacific
DESCRIPTION
BENEFITS
The Position
Archives and Records Management Coordinator II description image
The City Auditor’s Office is seeking a coordinator to help City employees meet their public records obligations through records management measures and deployment of the City’s electronic records management system.
Archives and Records Management is a division of the City Auditor’s Office, which is led by the elected Auditor and independent of the Mayor and City Commissioners. Other divisions in the Auditor’s Office are Audit Services, the City Ombudsman, and Operations Management, which includes the City Elections Officer and Council Clerk.
The division operates the City of Portland’s Archives and Records Center, making records accessible to the public and City employees for research and inspection. The division sets record retention and preservation policies and guidelines, administers the City’s electronic records management system, serves as the City’s expert on records issues, and provides services to help City employees manage their electronic and physical records. The historical records collection is extensive and contains a variety of formats dating back to 1851. The Archives partners with community groups, heritage organizations, and individuals working on initiatives that connect local history with the community.
As an Archives and Records Management Coordinator II, you will:
Provide expert customer support to city employees on records management issues;
Work with a team to deploy the City’s electronic records management system to city agencies;
Develop and deliver training on archives and records management topics;
Assist with records management activities, including developing retention schedules and filing plans and surveying records;
Support administration of records management software.
We are looking for a person who has a commitment to developing and maintaining positive relationships with customers, has excellent communications skills, is detail- and task-oriented, and is committed to providing equitable and transparent access to records.
Successful candidates will demonstrate their knowledge and experience with records management practices and principles, including electronic records.
To Qualify
Three documents are required for a complete application: 1) a resume, 2) a cover letter, and 3) a brief writing exercise. Omitting any of these documents will disqualify potential applicants from consideration.
1) Resume
List professional and relevant volunteer experience; education and training; and the time periods for each. If you speak more than one language or have specialized skills, please list them. [See also Additional Information section to learn how your resume is used for salary determination under the Oregon Pay Equity Act.]
2) Cover Letter
Describe how you meet the following minimum qualifications, which are required to be successful in this position. Where possible, connect items in your resume to demonstrate how you meet these qualifications. It is advised that you use the numbered list below in your letter to ensure you respond to each item. Skipping any of the items will disqualify your application from further consideration, so please complete your cover letter with care.
Any combination of the following education and experience:
Master’s degree from an accredited college or university with major course work in library or information sciences, archival management, history with a concentration in archival studies, records management, or related field;
AND Three (3) years of of archives and records management experience.
OR Equivalent combination of training and experience.
Knowledge of records management standards and practices, and the laws governing public records; maintenance of official records and original documents, including electronic records.
Ability to interpret, apply, and explain laws and policies to City staff, elected officials, and the public.
Skills in developing search strategies within complex databases; research strategies and techniques within archival records collections.
Skills in coordinating projects with other City entities and outside agencies.
Ability to use general office software programs and learn other City-specific technology, archival software programs and social media applications.
If you meet these preferred qualifications, please briefly describe how in your cover letter.
Certification by the Academy of Certified Archivists or Institute of Certified Records Managers.
One (1) year of experience working for a public agency and/or working with public records.
3) Writing Exercise
In addition to the cover letter and resume, please submit an essay describing 1) your experiences or participation with any of the following, and 2) what you learned from them:
exposure to racial inequities and actions you took to help resolve them;
steps taken to make workplaces and/or public spaces inclusive;
experiences as a member of a historically underrepresented group in government decision-making;
experiences living, working with, and/or interacting with individuals from diverse backgrounds and identities;
experiences ensuring equitable and inclusive workplace operations and/or program outcomes.
If your experiences are different from those listed and you have a commitment to diversity, equity, and inclusion, please explain how you will manifest that commitment in this position.
The Recruitment Process
Applicants must submit their resume, cover letter, and writing exercise through the City of Portland's online application system no later than 11:59 p.m. on the closing date. Emailed, mailed, or faxed applications will not be accepted. Your application materials should not exceed a total of five pages. Please do not include materials not requested.
Recruitment Timeline (subject to change)
Posting: 9/26-10/23
Applications Reviewed: Week of 10/24
First interview: Week of 11/7 (via Zoom)
Second interview: 11/30-12/5 (in person)
Job Offer: mid-December
Additional Information
Employee benefits: The City of Portland is committed to offering medical, dental, vision, basic life, and long-term disability coverage that provides quality care, support and value to eligible employees and their family members. Additional benefits such as flexible spending accounts, supplemental life insurance and employee assistance program coverage are available to ensure employees have the appropriate tools to safeguard themselves and their family. The City of Portland participates in PERS, the Oregon Public Employee Retirement System. Find more information on the City of Portland's benefits here: Benefits Information | The City of Portland, Oregon.
Work location: This position is based in downtown Portland in the Portland Archives & Records Center, 1800 SW 6th Avenue, 5th floor, Suite 550. The Auditor’s Office currently is testing a hybrid schedule of in-person and remote work.
Salary Range/Equity Pay Analysis: Please note, per the Oregon State Pay Equity Law your salary is determined based on the experience and education listed in your resume/application. It is strongly encouraged to include any transferable experience (paid or unpaid regardless of how recent) to ensure your offer is reflective of all directly related and equivalent experience.
Civil Service: This position is in the Classified Service and subject to Civil Service provisions. It also is subject to the Human Resources Administrative Rules for the Auditor’s Office, City Charter, and Code.
Work status: Non-citizen applicants must be authorized to work in the United States at the time of application.
Veteran’s preference: If you are requesting Veteran's Preference, attach a copy of your DD214 and/or Veteran's Administration letter stating your disability to your profile, as well as checking the box identifying yourself as a Veteran. You must request Veteran's Preference AND include a copy of your documentation for each recruitment you apply for. Veteran's Preference documentation must be submitted no later than 11:59 PM on the closing date of this recruitment.
Equal employment opportunity: It is the policy of the City of Portland that no person shall be discriminated against based on race, religion, color, sex, marital status, family status, national origin, age, mental or physical disability, protected veteran status, sexual orientation, gender identity or source of income. The City values diversity and encourages everyone who is interested in employment with the City to apply.
Disability, Pregnancy, and Religious Accommodations: If you identify as a person with a disability, are pregnant or nursing, or observe a religious practice(s), and would like to request a reasonable accommodation when applying for this job, contact Administrative Specialist Andrew Bryans at Andrew.Bryans@portlandoregon.gov.Technical assistance: If you have questions about how to apply or require any assistance in submitting your application, please contact Administrative Specialist Andrew Bryans during regular business hours at Andrew.Bryans@portlandoregon.gov.
For more information about the Auditor’s Office: https://www.portlandoregon.gov/auditor/
https://www.governmentjobs.com/careers/portlandor/jobs/3735903/archives-and-records-management-coordinator-ii?pagetype=jobOpportunitiesJobs