The Multnomah County Communications Office is actively seeking a skilled records management professional to oversee the development of a new County-wide automated public records request system. This position will help plan, organize and manage the new system by overseeing the day-to-day operations of processing public records requests and coordinating with dedicated records custodians in County departments, as well as work with County attorneys and paralegals and the County’s Records and Archives Program. It will coordinate the workflows, redactions and release of records.
The Communications Office houses the professional staff who create and distribute public information for the County. The Office includes the County’s public information officers, writers, videographers, photographer and graphic designer. The Office informs and helps link the community to County services, provides accurate and timely information on news developments, policies and initiatives to increase understanding of what the County does, and the difference the County makes in people’s lives.
As our Senior Public Records Program Specialist, you will be responsible for developing, implementing, and managing the Multnomah County Public Records Program in compliance with laws and regulations. This includes execution of a variety of high-level administrative and management duties related to business needs and public records. The role develops and implements policies and procedures for the records system, coordinates with department liaisons, and oversees the processing of public records requests using GovQA software. The role also provides direction to County officials on public records matters, including requests, legal holds, and e-discovery. This role involves working with the County Attorney on legal issues related to public records.
Essential Job Duties:
Program Management
- Develop and implement program policies, procedures, and administrative rules in compliance with federal, state, and local laws and regulations. Stay informed on best practices and trends, and use this information to formulate and implement recommendations.
- Analyze metrics to evaluate program effectiveness and identify areas for improvement; continuously evaluate and improve Public Records Program operations by recommending and assisting in the implementation of goals and objectives, identifying areas for improvement and proposing modifications, recommending and implementing policies and procedures, assisting in budget development and administration, and preparing reports on operations and activities.
- Provide leadership, guidance, and oversight to County-wide staff and officials, which includes management and human resources.
- Assist the public and internal users with system questions and accommodations
Records Management
- Develop and implement program strategic plans to meet changing laws. Review program goals to ensure alignment with County objectives and Oregon public records law.
- Maintains knowledge of laws impacting County public records, the Records and Information Management field, and information governance best practices.
- Manage public records requests, ensure timely, accurate responses, and resolve confidential and sensitive inquiries. Provide expert guidance to other departments, the general public, and outside agencies. Investigate complaints and recommend corrective actions as needed.
- Coordinate the workflows, redactions, and release of records.
- Serve as the primary point of contact for Multnomah County on public records matters.
Collaboration and System Administration
- Evaluate, implement, and administer third-party software tools (GovQA) to enhance software functionality and streamline business processes.
- Collaborate with system vendors to identify and resolve technical issues; recommend changes and system updates.
- Provide ongoing functional support for system application; troubleshoot and resolve reported problems; track issues and document solutions.
- Consult with management-level staff, end users, and outside agencies regarding program needs, software solutions, and best practices; evaluate processes in relationship to business needs.
- Collaborate with stakeholders to build consensus and ensure program goals are met.
- Coordinate with dedicated records custodians in County departments, as well as work with the County Attorney’s Office including attorneys and paralegals.
- Participate in related professional organizations, including participating in local user groups, attending meetings, presentations, and training.
- Represent Multnomah County Public Records on County, professional, or community committees or events.
To Qualify:
We will consider any combination of relevant work experience, volunteering, education, lived experience and transferable skills as qualifying unless an item or section is labeled required. Please be clear and specific about how your background is relevant. For details about how we typically screen applications, review our overview of the selection process page.
Minimum Qualifications/Transferable Skills:
- A bachelor's degree - in lieu of a degree, we will consider equivalent years of related experience
- Four (4) years of increasingly responsible experience related to public records management
- Demonstrated experience in applying an equity lens in promoting best practices
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.
- Experience with GovQA Software
- Certified Records Analyst (CRA) or Certified Records Manager (CRM)
*Transferable skills: Your transferable skills are any skills you have gained through education, work experience (including the military) or life experiences that are relevant for this position. Be sure to describe any transferable skills on your application and clearly explain how they apply to this position.
Screening and Evaluation:
The Application Packet
- A completed online application.
- 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.
- A cover letter that expands on your resume, 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 it is related to those shown in the Overview and To Qualify sections of the job announcement. Please be thorough, as these materials may be scored and determine your eligibility for an interview.
Veterans’ Preference: Under Oregon Law, qualifying veterans may apply for veterans’ preference for this recruitment. Review our veterans’ preference page for details about eligibility and how to apply. The recruiter as listed on the job announcement must receive all required documentation by the closing date of the recruitment.
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:
- Initial review of minimum qualifications: We may do an additional preferred review, phone screen, and/or send out additional supplemental questions to identify those highest qualified.
- Consideration of top candidates: We will consider qualified candidates in order of rank and score from the list of eligible candidates. This may include panel interview(s), a hiring interview, and/or additional testing to determine the best candidates for a position.
- Professional reference checks.
Note: Application information may be used throughout the entire selection process. This process is subject to change without notice.
Additional Details:
Multnomah County offers an exceptional benefits package, including employer-funded retirement savings; health and dental insurance at very low cost to full-time employees and their dependents; paid parental leave; wellness programs; a focus on work-life balance; and much more. Find more details on our benefits website.
Equal Pay Law: Please be advised that the pay range listed for this position is intended to provide general guidance on the earning potential for the role. However, actual compensation will be determined in accordance with the Oregon Equal Pay Law and will take into account factors such as the candidate's relevant experience, education seniority, training, and/or tenure. Candidates should expect that initial offers will be made within the listed pay range and may not be at or near the top of the range.
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.
Additional Information:
- This hourly position is represented by AFSCME Local 88 and is eligible for overtime.
- This position is approved for a hybrid schedule; the onsite work location is at the Multnomah Building, 501 SE Hawthorne Blvd, Portland, OR 97214.
- All employees must reside in Oregon or Washington; the County cannot support ongoing telework from other locations.
- This recruitment may be used to fill full-time, part-time, temporary, limited duration and on-call positions.