Multnomah County Records & Archives actively promotes the role of records in advancing equity through both internal services to all County departments and direct service to the public. We lead, support and champion County-wide strategic initiatives that use records to minimize risk, protect rights, and aid in equitable decision-making. We provide services, tools, training, and consultation to the County in order to support compliant creation, management, storage, retrieval, accessibility, protection, preservation, and secure destruction of public records using professional standards and practices. Our Archives make accessible 170+ years of government history both internally and externally to help people understand governmental decision-making that impacts their lives. For more information on our Records & Archives Program, check out our website.
We are seeking an Electronic Records Analyst with a focus on compliance, records retention, and appropriate disposition. Do you want a career that uses technology to manage electronic records throughout their lifecycle? Do you possess subject matter expertise in government records, have experience administering an electronic document records management system (EDRMS), and have excellent customer service skills? Do you work collaboratively within a small team, understand how to explain records management best practices and technology in plain language, and have a basic understanding of the role of archives in records management programs? If so, we have the role for you!
As the Electronic Records Analyst in Records & Archives you will:
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Administer and maintain the County’s electronic document records management system (Content Manager), including soliciting feedback from users; designing, configuring, testing, and documenting new features, workflows and settings; providing support to Records & Archives staff on system use; troubleshooting system issues with the product supplier; working with the IT System Administrator to perform upgrades and advanced troubleshooting; and facilitating the integration with the digital preservation system (Preservica) in collaboration with the Digital Archivist.
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Lead onboarding projects to bring records from programs County-wide into the EDRMS, including customer consultations, performing records and retention analyses, and coordinating digitization, if needed.
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Work with the Records Data Analyst to provide written and audiovisual resources for electronic records management via the County Commons website. Oversee their work on routine tasks that contribute to the onboarding, training, and system maintenance processes.
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Undertake strategic projects designed to facilitate better County-wide records management; lead projects to restructure records classifications, security levels and locations in the EDRMS; advance integration with Workday to reflect position changes and employee terminations; and work with the County Records Officer, Records Data Analyst and Organizational Change to develop and implement a functional classification scheme and big bucket retention County-wide.
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Manage the lifecycle of electronic records by developing, documenting, and implementing policies, workflows, and procedures to best support the Records program and customer business needs.
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Provide subject matter expertise and consultation to County departments and elected officials regarding electronic records management best practices, secure destruction, and records retention.
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Provide leadership regarding emerging technologies and monitor changing standards and practices for electronic records management; explore and propose new technologies to meet evolving records needs.
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In collaboration with the program team, facilitate digitization projects for County customers and establish acquisition and preservation priorities for archival records. Automate electronic records disposal to Archives, when possible. Participate in archival activities as needed.
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Maintain statistics and prepare annual reports; use data to inform the electronic records planning and process improvement and in support of annual budgeting and program offer processes.
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Develop annual priorities, projects, and initiatives to support Records & Archives’ strategic plans. Lead and/or participate in strategic projects in support of organizational and programmatic goals.
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Manage customer service for the County’s secure shredding contracts including opening cases with and/or using supplier web portals to order new bins, remove unneeded bins, and resolve service issues. Perform second level verifications of proofs of service.
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Serve as administrative backup for the County Archivist & Records Officer.
You would do great in this role if you have the following competencies and skills:
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Project management with the ability to manage multiple project simultaneously;
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Values team collaboration;
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A “Think Yes” customer service attitude which means making connections, having conversations, and providing options to customers and stakeholders;
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Commitment to promoting equity and inclusion and how records can contribute to dismantling systems of oppression;
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Ability to translate complex or technical concepts into plain language for diverse audiences; and
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Comfortable with records management technology and with learning and adoption of new technology.
To Qualify
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:
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Minimum of three (3) years of industry-related experience including electronic records management, records management, and/or information governance that demonstrates the ability to perform the duties of the position.
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A bachelor's degree (in lieu of a degree, we will consider equivalent years (7 to 10 years) of qualifying training and/or experience).
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Advanced knowledge of the concepts and principles of records and information management (RIM) including records creation, appraisal, retention, access, storage, retrieval, security, preservation, and disposition; records and information integrity, authenticity, reliability, and accessibility; information governance, information technology systems and networks, essential records and contingency planning, RIM policy development, and the legal and ethical implications of RIM and organizational accountability.
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Advanced knowledge and experience of the data structure, functions and use of electronic document and records management systems (EDRMS) such as OpenText’s Content Manager and enterprise content management (ECM) strategies; experience with front end application administration and customer interactions.
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Advanced knowledge of RIM standards and best practices, including the Generally Accepted Recordkeeping Principles®, Information Governance Maturity Model, relevant standards in the ISO ICS 01.140 and ICS 37.080 catalogs, ISO 14721:2012 OAIS Reference Model, NIST and ANSI technical reports, U.S. National Archives and Records Administration records management guidance, and Library of Congress digital preservation guidance. Ability to apply this knowledge to analyze policies and procedures for compliance, evaluate the impacts of legal and regulatory requirements on RIM, collaborate with stakeholders in the design and implementation of information systems and applications, analyze industry trends and suggest organizational improvements, perform needs analysis, develop metrics, train end-users, and articulate and promote the benefits of RIM to executives, managers, and end-users.
Proficiency in the knowledge areas stated above can be demonstrated through attainment of a Masters Degree in Archives and Records Administration or Library and/or Information Science.
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Working ability to apply archival descriptive and metadata standards (e.g. Describing Archives: A Content Standard (DACS); and working skill with the use of archival information and/or digital preservation systems.
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Advanced ability to develop written project documentation, processes, procedures, reports, and to communicate sophisticated concepts to non-records staff.
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Should a job offer be extended: the ability to pass the Criminal Justice Information Services (CJIS) authorization through a records check which includes being fingerprinted.
Preferred Qualifications/Transferable Skills: You do not need to have the following preferred qualifications/transferable skills to qualify. However, keep in mind we may consider some or all of the following when identifying the most qualified candidates. Please clearly explain on your application how you meet any of the following preferred qualifications/transferable skills.
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Masters Degree in Archives and Records Administration or Library and Information Science.
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Certified Records Analyst and/or Government Archives & Records Administration certification(s).
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Advanced experience using or performing front-end administration of OpenText’s Content Manager, or other EDRMS or ECM systems.
Screening and Evaluation
The Application Packet:
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A completed online application.
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A resume covering relevant experience and education. Please be sure your resume includes the following for each employer: name of employer, location, dates of employment, your title, a brief summary of your responsibilities, and the number of employees under your supervision.
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A cover letter detailing how your experience and training qualifies you for this role, addresses why you are interested in this position, and demonstrates how your experience and skill set align with the minimum and preferred qualifications listed.
Note: The application, resume and cover letter should demonstrate your work experience/skills and how they relate to those shown in the Overview, Essential Job Duties and To Qualify sections of the job announcement. Please be thorough, as these materials will be scored to determine your eligibility for an interview.
The Selection Process: For details about how we typically screen applications, review our overview of the selection process page. We expect to evaluate candidates for this recruitment as follows:
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Initial review of minimum qualifications: We may do an additional preferred review and/or send out additional supplemental questions to identify those highest qualified.
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Consideration of top candidates: We will consider qualified candidates in order of rank and score from the list of eligible candidates. This may include a scored panel interview(s), a hiring interview, and/or additional testing to determine the best candidates for a position.
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Reference check: All finalists must pass a thorough reference check.
Additional Information:
This recruitment may be used to fill full-time, part-time, temporary, limited duration and on-call positions.
Note: Final offer of this position is pending board approval of a reclassification of the job profile.
Type of Position: This hourly, union-represented position is eligible for overtime pay.
Location: 1620 SE 190th Ave, Portland, OR 97233
Schedule: Monday - Friday 8:00am - 4:30pm. This position is currently eligible for “routine telework,” meaning you will be working remotely (from home) or a hybrid schedule. As with all routine telework positions, employees may be required to come into the office on occasion. Currently, all employees must reside in Oregon or Washington; the County cannot support ongoing telework from other locations. There is some flexibility with the start and end times and a possibility of a 9/80 work schedule.
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.
Serving the Public, Even During Disasters
Everyday, Multnomah County staff work together to serve as a safety net for our communities. During a disaster, this safety net becomes even more critical. All County employees have a role in serving the public during inclement weather, natural disaster, or other types of community emergency response. During these emergency responses, while typically there begins with a call for volunteers, county employees may ultimately be reassigned from their current position to a role in the emergency response in order to support the critical needs presented by our communities. For more information, please visit the Disaster Service Worker Information page.
Diversity and Inclusion: At Multnomah County, we don't just accept difference; we value it and support it to create a culture of dignity and respect for our employees.
We are proud to be an Equal Opportunity Employer. We evaluate qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran or protected veteran status, genetic information and other legally protected characteristics. The EEO Know Your Rights poster is available for your reference. Multnomah County is a VEVRAA Federal Contractor. We request priority protected veteran referrals.
Veterans’ Preference: Under Oregon Law, qualifying veterans may apply for veterans’ preference. Review our veterans’ preference page for details about eligibility and how to apply.
Accommodation under the Americans with Disabilities Act: We gladly provide reasonable accommodation to anyone whose specific disability prevents them from completing an application or participating in this recruitment process. Please contact the recruiter below in advance to request assistance. Individuals with hearing or speech impairments may contact the recruiter through the Telecommunications Relay Service by dialing 711.