Archives and Records Management Coordinator II

City of Portland | Portland, OR

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Posted Date 2/12/2024
Description The City Auditor’s Office is seeking an inquisitive, collaborative, organized, and community-minded archivist to join the Archives and Records Management division as our Archives and Records Management Coordinator II.

As the sixth elected official in the City of Portland, the Auditor is independent of City Council and accountable only to the public. The Auditor’s Office ensures open and accountable government by providing impartial reviews and investigations, access to public information, and services to City government and the public. It employs over 40 people across four divisions, one of which is Archives and Records Management.

The Archives and Records Management division operates the City of Portland 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 both City staff and members of the public access City records for research purposes. The Archives contains an extensive collection of records dating back to 1851 in a variety of formats. The division partners with community groups, heritage organizations, and individuals working on initiatives that connect local history with the community.

This position reports directly to the City Archivist. As the Archives and Records Management Coordinator II, you will:
  • Oversee Research Room operations and perform reference services for City employees and the public, including in-person and virtual reference work.
  • Train, assign tasks, and evaluate the performance of interns, volunteers, and part-time staff who support the Research Room.
  • Develop and deliver training on using the Archives and conducting research; develop research tools to increase access to records; conduct classroom visits and tours of the Archives.
  • Develop, organize, and manage community engagement and special events to increase awareness and access to City records; develop marketing and outreach plans; draft press releases and outreach materials.
  • Work with community groups, allied professionals, colleagues and other groups to further the Division’s mission and objectives and to create and maintain reciprocal relationships.
  • Work collaboratively across divisions on outreach and special projects to promote cohesion and trust throughout the Auditor’s Office.
Successful candidates will have:
  • Knowledge of archival practices and procedures, maintenance of official records and original documents, and relevant laws and regulations.
  • Knowledge of archival processes and appraisal and preservation techniques according to archival standards.
  • Knowledge of the theories, principles, legal requirements, and techniques of archives, including reference interviews, outreach methodologies, archives management, public access, and electronic records.
  • Advanced knowledge of search strategies, research techniques, methods, and procedures within electronic databases and paper filing systems.
  • Ability to interpret and explain archives and access policies and requirements to City staff, elected officials, and the public.
  • Ability to communicate effectively, both orally and in writing; present information, proposals, and recommendations clearly and persuasively in public settings.
The Auditor’s Office values a diverse workforce and a culture of equity and inclusion in delivering public services and everyday interactions in the workplace. The Office encourages candidates with experience working with a broad range of individuals and diverse communities to apply. Candidates must have at a minimum any combination of education and experience equivalent to the following:

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 archives and records management experience;
OR
Equivalent combination of training and experience.

TO APPLY:
Submit two documents:

(1) A 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.

(2) Responses to Supplemental Questions
Please answer the following questions briefly but thoroughly. Where possible, connect items in your resume and provide examples to demonstrate how you meet these qualifications. It is advised that you use the numbered list below to ensure you respond to each item for which you have relevant skills or experience. When uploading this document to your online application, select “other” document.

Question 1: Please describe your customer service principles and your experience providing effective customer service, particularly as it relates to archives or reference services. (Connect items in your resume to demonstrate how you meet this qualification, when possible).

Question 2: Describe your ability to communicate clearly and persuasively both orally and in writing by delivering educational presentations and/or trainings and preparing concise and comprehensive correspondence, guides, web language, or other written materials appropriate to the audience. (Connect items in your resume to demonstrate how you meet this qualification, when possible).

Question 3: Tell us about your ability to cultivate effective working relationships with different stakeholders, including managers and staff, community members and organizations, elected officials, and representatives of other government agencies. (Connect items in your resume to demonstrate how you meet this qualification, when possible).

Question 4: Tell us about your experience: as a member of a historically underrepresented group participating in government decision-making; ensuring equitable operations or program outcomes; making workplaces and/or public spaces more inclusive; or exposure to racial inequities and actions you took to help resolve them. 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. (Connect items in your resume to demonstrate how you meet this qualification, when possible).

Question 5 (Optional): If you meet either of the preferred qualifications, please briefly describe how. (Connect items in your resume to demonstrate how you meet this qualification, when possible)
  • Certification by the Academy of Certified Archivists.
  • One (1) year of experience working for a public agency and/or working with public records.
Applicants must submit their resume and responses to supplemental questions 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)
Application period: 2/12/24 – 2/26/24
Applications reviewed: Week of 2/26/24
First interviews: Week of 3/11/24
Second interviews: Week of 3/20/24
Job offer: By end of MarchSalary range/Pay equity: Per the Oregon State Pay Equity Law, individual salaries are determined based on the experience and education listed in a candidate’s resume/application. It is strongly encouraged to include any transferable experience (paid or unpaid regardless of how recent) to ensure an offer is reflective of all directly related and equivalent experience.

Language pay differential: Auditor’s Office employees who speak one or more languages in addition to English, may be eligible to receive additional compensation if they qualify and use their language skills to assist the community.

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: https://www.portlandoregon.gov/bhr/60196.

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.

Work location: The position is based in the Portland Archives and Records Center, 1800 SW 6th Ave. The Auditor’s Office is currently operating in a hybrid schedule of in-person and remote work, with employees expected to work half-time in-person.

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 (if applicable), 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 at Andrew.Bryans@portlandoregon.gov.

For more information about the Auditor’s Office: https://www.portlandoregon.gov/auditor/
Salary93,516.80 - 114,982.40 Annual
Listing Type
Jobs
Categories
Government/Public Agency | Management
Position Type
Full Time
Experience Level
Senior Level
Employer Type
Direct Employer
Salary
93516.80 - 114982.40
Salary Type
/yr.

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