Salary: $114,192.00 - $163,321.60 Annually

Location: 1800 SW 6th Ave Suite 550, OR

Job Type: Regular

Job Number: 2023-01484

Bureau: Office of the City Auditor

Opening Date: 10/16/2023

Closing Date: 11/6/2023 11:59 PM Pacific

See the full post HERE

The Position

About the position
The City Auditor is seeking an experienced professional and effective manager to serve as the City Archivist of Portland, Oregon. The City Archivist leads Archives and Records Management, a division of the City Auditor’s Office that ensures the City’s records are maintained and accessible the public. Other divisions include Audit Services, Ombudsman, and Operations Management. The mission of the Office is to ensure open and accountable government.
 
This position reports directly to the City Auditor, an elected position that is functionally independent from City Council. The City Archivist provides citywide leadership on archives and records management issues, including electronic records, implements Office-wide strategies and manages division budget and personnel. The position also manages the Portland Archive and Records Center (PARC) located on the Portland State University campus, including facility planning and maintenance.
 
About the division
The Archives and Records Management division issues guidance and sets policies for the City’s retention of records, general information management, and for the City’s historical records. It administers the City’s electronic records management and retention system known as TRIM and provides training and services to help City employees manage their records in accordance with Oregon’s public records laws. 
 
The division provides reference services to City employees and the public, and outreach and education to strengthen understanding of public records laws, access rights, and the importance of government and historical records to the City, the community, and individuals. The historical records collection is extensive and contains a variety of formats dating back to 1851. The division also partners with community groups, heritage organizations, and individuals working on initiatives that connect local history with the community.
 
We are looking for a proactive, adaptive, collaborative person who has the knowledge and vision to lead the City as records management needs evolve and the City transitions to a new form of government. Successful candidates are passionate about public records and making information accessible to the community and are committed to serving and supporting all aspects of managing records throughout their lifecycle. 

 As the City Archivist, you will:
  

• Plan, direct, and evaluate the work of a team of professionals, including coaching;
• Manage the overall direction and performance of a Division dedicated to archives and records management responsibilities;
• Establish and implement the Division’s Antiracist Results-Based Accountability plan;
• Manage and forecast the Division’s budget;
• Advise Bureaus/Offices and elected officials on public records and records management matters; direct and monitor training programs, establish policies and procedures regarding archives and records management
• Operate the Portland Archives and Records Center, including all aspects of managing a facility dedicated to records storage, security, and preservation;
• Direct the strategic citywide approach to managing electronic records.

To Qualify

Candidates must have all the following OR any equivalent combination of education and experience:

• Master’s degree from an accredited college or university with major course work in library and information sciences, archival management, history with a concentration in archival studies, or related field.

• Five (5) years of increasingly responsible archives and records management experience.
• Two (2) years of experience in a supervisory role.

Preferred Qualifications:

• Experience working for a public agency and/or working with public records.
• Certification by the Academy of Certified Archivists or the Institute of Certified Records Managers.

To apply:
 A resume, concise answers to the following supplemental questions, and a short essay are required for a complete application. Omitting a resume or failing to complete the supplemental questions will disqualify potential applicants from consideration.
 
Submit three documents:
 
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.
 
2)   Responses to Supplemental Questions
Describe how you meet the following qualifications in 250 words or fewer per response. 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. 
 
Question 1: Describe how you meet the following qualifications (Connect items in your resume to demonstrate how you meet this qualification, when possible):

• Master’s degree from an accredited college or university with major course work in library and information sciences, archival management, history with a concentration in archival studies, or related field.
• Five (5) years of increasingly responsible archives and records management experience.
  • Two (2) years of experience in a supervisory role

 
Question 2: Tell us about your ability to resolve difficult management or administrative issues. (Connect items in your resume to demonstrate how you meet this qualification, when possible).
 
Question 3: Tell us about your ability to interpret and apply laws, policies, and procedures. (Connect items in your resume to demonstrate how you meet this qualification, when possible).
 
Question 4: Describe your experience with operational and strategic planning. (Connect items in your resume to demonstrate how you meet this qualification, when possible).
 
Question 5: Tell us about your ability to establish and maintain effective working relationships with different stakeholders, including managers and staff, elected officials, and representatives of other government agencies. (Connect items in your resume to demonstrate how you meet this qualification, when possible).

 Question 6.  Describe your ability to communicate clearly and persuasively both orally and in writing, and to prepare concise and comprehensive reports, correspondence or other documents appropriate to the audience. (Connect items in your resume to demonstrate how you meet this qualification, when possible).
 
Question 7 (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):
 
3) Essay 
Describe 1) your experiences or participation with any of the following, and 2) what you learned from them in 500 words or fewer:

• 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 demonstrate that commitment in this position.The Recruitment Process

Applicants must submit their resume, responses to supplemental questions and essay 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:  October 16—November 6
 
Applications reviewed: Week of November 13
 
First interview: Week of November 27
 
Second interview: Week of December 4*
 
Meet and greet: Week of December 11*
 
Job offer:  Week of December 25
 
*May be conducted in person

Additional Information

Salary 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.portland.gov/auditor/