This position is posted continuous, with a first review of applications occurring on Tuesday, July 31, 2018. Interested and qualified candidates are encouraged to apply without delay.
Do you want a career that combines history and tradition with technology? Are you someone who loves technology and teaching other people how to use systems and data to improve their work and efficiency? Are you a data management professional who loves or is interested in Multnomah County records and archives?
If so, we have the role for you.
As the Electronic Records Management Analyst in Records Management you will:
- Be the administrator for the Electronic Document and Records Management Software (EDRMS), including system development, user account maintenance, data classification and organization and template development for record objects.
- Project manage onboarding and upgrading user accounts, including customization of data entry templates and training of system users.
- Be responsible for bulk ingest of structured and unstructured data into EDRMS, pulling data in from network servers and from extracts from other information systems and databases.
- Develop and analyze metrics using EDRMS data to support program objectives, advise customers, and for budgetary and financial purposes.
- Develop reporting and studies using EDRMS data to support program staff and management with business operations and procedure/policy development in support of strategic planning efforts.
- Develop and maintain custom reports for program and end user purposes.
- Provide technical assistance and troubleshooting for system users, including escalation of tickets to software vendor when necessary.
- Review and analyze electronic record keeping systems maintained outside of Records Management for compliance with digital preservation standards and best practices, particularly to ensure future ingest into EDRMS.
- Provide training and analysis to internal customers in electronic records creation and maintenance, in support of information governance objectives.
- Maintain website content in support of public access to archives data.
You would do great in this role if you have the following competencies and skills:
- Customer Service: You have a "Think Yes" attitude, seek information and feedback to better understand customer needs and offer timely, appropriate responses to requests.
- Technology Management: You support the implementation and use of technology solutions for internal and/or external processes and encourage training and education in technology.
- Building relationships: You build and sustain cooperative working relationships with internal and external customers, partners and stakeholders.
- Teamwork: You encourage team unity through sharing information, productive problem solving and putting team success first.
- Creativity and Innovation: You encourage new ideas and bold thinking and demonstrates a willingness to learn from mistakes. You understand industry best practices and champion efforts to continuously update and expand knowledge.
- Outcomes Oriented: You describe specific, measurable outcomes that indicate success and negotiates realistic time frames to complete work, projects, initiatives, and/or strategies. You keep others informed and pro-actively negotiate timelines or outcomes if circumstances change.
About Us: Records Management is the professional practice of managing records throughout the records life cycle, a series of discrete phases that carries a record from creation to destruction. This work includes identifying, classifying, appraising, storing, securing, preserving, retrieving, tracking and disposing County records in accordance with state and federal retention and privacy regulations. County records document the work of County programs and employees and protect the rights of residents. For more information on our Records Management Program, check out our website.
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 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. For details about how we typically screen applications, review our overview of the selection process page.
Minimum Qualifications/Transferable Skills*:
- Bachelor's degree from an accredited university
- At least five years (5) of responsible work experience in managing record software and/or archives data in professional records management and/or archives setting
- 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, vital records and contingency planning, RIM policy development, and the legal and ethical implications of RIM and organizational accountability.
- Advanced knowledge of the data structure, functions and use of electronic document and records management systems (EDRMS) such as Micro Focus Content Manager and enterprise content management (ECM) strategies. Ability to apply digital preservation standards, digital asset methodologies, and metadata schemas such as Dublin Core, METS, and EAD in the development, deployment, and maintenance of EDRMS, digital repositories, and other ECM strategic elements.
- 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 analyses, develop metrics, train end-users, and articulate and promote the benefits of RIM to executives, managers, and end-users.
- Must pass a criminal background check
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.
- Masters Degree in Archives and Records Administration or Library and/or Information Science
- Certifications: Certified Records Manager, Information Governance Professional or Certified Information Professional
*Transferable skills: Your transferable skills are any skills you have gained through education, work experience (including the military) or life experience 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 short online application
- A resume
- A cover letter explaining why you qualify for this position and why you want to work for Multnomah County in this position.
Note: The 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 will be scored and 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:
- Initial review of minimum qualifications
- An evaluation of application materials to identify the most qualified candidates
- Consideration of top candidates/interviews
- Background, reference, and education checks
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.
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.
Note: Application information may be used throughout the entire selection process. This process is subject to change without notice.
Type of Position: This hourly union-represented position is eligible overtime.
Work Location: 1620 SE 190th Avenue, Portland, OR 97233
Schedule: Monday-Friday 8:00am-4:30pm. There is some flexibility with start and end times and a possibility of a 9/80 schedule.
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What We Can Offer You: We offer a comprehensive array of benefits in support of your physical, emotional and financial well-being. A few highlights:
- Health insurance (medical, vision, Rx, and dental).
- Qualify for a defined benefit pension after five years of vesting; we pick up the employee's share of the retirement contribution (6% of subject wages).
- Generous paid leave and the ability to maintain a great work/life balance.
- Life insurance, short-term and long-term disability insurance.
- Option to participate in deferred compensation, flexible spending accounts.
- Occasional telecommuting and flexible work schedules.
- Limited travel, primarily local.
- Access to a free bus pass for the Portland metropolitan area.
- Professional development opportunities
Lyndsey Posada, Recruiter
Department of County Assets
501 SE Hawthorne Blvd, Suite 400, Portland, OR 97214
Disclaimer: This announcement is intended as a general descriptive recruitment guide and is subject to change. It does not constitute either an expressed or implied contract.