Records Officer/Archivist

Hello, we’re Metro! Metro is dedicated to shaping a better future for the greater Portland region. The work the people of Metro do every day benefits the lives of the people who live here, today, and tomorrow.

Metro is seeking an experienced professional and effective manager to serve as the organization’s Records Officer/Archivist. Under minimal direction, the person in this position provides agency-wide leadership on records and archives management; plans and manages the activities of the Records and Information Management (RIM).   

This position reports directly to Metro’s Chief Information Officer (CIO). The Records Officer/Archivist provides agency-wide leadership on records management and archives issues, including internal consulting services in support of the Agency’s RIM goals and objectives; manages, develops, and oversees multiple records and archives functions mandated by state law, Metro policy, and relevant professional standards; plans, supervises, and evaluates the work of staff; and provides technical expertise and guidance to Agency staff regarding records and information management.

About the program The Records and Information Management (RIM) program issues guidance and sets policies for Metro’s retention of records, general information management, and for the Agency’s historical records. The program administers Metro’s electronic records management and retention system known as Content Manager (CM) and the Agency’s public records requests system known and GovQA. In addition, it provides training and services to help employees manage their records in accordance with Oregon’s public records laws.    

Metro is looking for a proactive, adaptive, collaborative person who has the knowledge and vision to lead Metro’s Records Management division. Successful candidates are passionate about public records, making information accessible to the community and are committed to serving and supporting all aspects of managing records throughout their lifecycle.  

As the Records Officer/Archivist you will

• Provide agency-wide leadership on archives and records management, advising and consulting with agency leadership, managers, staff, and community partners on Metro’s records management processes. 
• Serve as the subject matter expert on archives and records management; directs and manages the Records and Information Management (RIM) division to ensure the delivery of quality customer service and compliance with RIM standards and best practices. 
• Develop and implement agency-wide policies, procedures, and best practices related to RIM; ensure compliance with all applicable federal, state, local, Metro and Department rules, policies and procedures.
• Direct and oversee agency-wide public records request activities and seek opportunities to improve efficiency, transparency, and responsiveness through process analysis.
• Serve as the Agency’s liaison with the Secretary of State Archives Division and consult with staff on a variety of records management and archival issues. 
• Foster a culture of continuous improvement by guiding and inspiring staff, and ensuring their growth aligns with departmental and firm standards, needs and goals.  

Attributes for success

• Comprehensive knowledge of records and information management practices and principles, archival processes, and relevant laws and regulations.
• Knowledge and experience with life cycle management of both physical and electronic records.
• Knowledge of records storage and information retrieval for both physical and digital records.
• Knowledge and experience using Content Manager (CM) or other electronic recordkeeping software.
• Knowledge and experience with litigation holds and the eDiscovery process.
• Knowledge of and experience applying Oregon's Public Records Law (ORS 192) or experience in another state applying public records laws.
• Proficient in Microsoft Office (Word, Excel, Outlook, PowerPoint, and Teams) and Adobe Acrobat; ability to learn and manage new software and tools needed to efficiently implement the agency’s public records program.

DIVERSITY AND INCLUSION                                                                

At Metro, we strive to cultivate diversity, advance equity, and practice inclusion in all of its work. This means attracting and empowering a workforce that is inclusive of a broad range of human qualities. Workplace diversity is both a moral imperative and a business strength, essential to providing quality support and services to our region. Metro’s goal is to hire, develop and retain highly skilled and talented individuals across all departments and programs who best reflect the diversity of our community.   

Learn more about Metro’s Diversity Action Plan

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 in your application materials on how your background is relevant. 

Minimum qualifications

• Bachelor's degree in archives and records administration, library or information science, history a related degree; and
• Four years progressively responsible experience in the records and archives management field; or
• Any combination of education, professional, volunteer and lived experience that provides the necessary knowledge, skills, and abilities to perform the classification duties and responsibilities. 

If this statement is true for you, then you may be ineligible to apply

If you were terminated for cause during any employment with Metro, or resigned in lieu of termination, you may be ineligible for rehire for a minimum of 3 years.

Hybrid Telework  

At this time, this position is designated as “hybrid telework.” Working onsite in the office is a requirement for this role and at times you will also have the option to work in a remote capacity. The manager will work with you to identify a schedule that balances the operational needs of the department and your needs. Employees must reside in Oregon or Washington to work at Metro 

Like to have qualifications

You do not need to have the following preferred qualifications/transferable skills to qualify. However, keep in mind we may consider them when identifying the most qualified candidates. 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.

• Previous Supervisory Experience. 
• Master’s degree in archives and records administration, library or information sciences, or history, with a concentration in archival studies, or related field.
• Certification by the Institute of Certified Records Managers (ICRM), Academy of Certified Archivists, or Society of American Archivists (SAA).
• Experience working for a public agency and/or working with public records.
• Project management experience.  

SCREENING AND EVALUATION

The application packet: The application packet consists of the following required documents. Please ensure that you upload these documents in your online application. Make sure your application is complete, missing any part of these items could result in an incomplete application and will not be moved forward in the recruitment.

• A completed Resume that includes the details for each employer
  1. Name of employer, working title  
  2. Dates of employment; including if the work was full-time or part-time your title, 
  3. Number of employees supervised 
  4. Summary of your responsibilities
• A cover letter including what interests you most about this role and how your experience and education are directly related. 

The selection process: We expect to evaluate candidates for this recruitment as follows. The selection process is subject to change.

• Initial review of minimum qualifications
• In-depth evaluation of application materials to identify the most qualified candidates
• Consideration of top candidates/interviews
• Testing/assessments (if applicable)
• Reference check 
• Background, driving records check for finalist candidate (if applicable)

COMPENSATION, BENEFITS AND REPRESENTATON 

The full-salary range for this position is step 1. $102,984.94 to step 7. $138,009.83. However, unless a candidate’s qualifications justify, based on the Oregon Pay Equity Act requirements and Metro’s internal equity review process, the appointment will likely be made between step 1. $102,984.94 to the equity range step 4. $ 119,218.53.

This position is not eligible for overtime and is non-represented. It is classified as a Program Supervisor II classification. Classification descriptions are typically written broadly and do not include the specific duties and responsibilities of the positions. View the classification description.

Questions?

Recruiter: Carrie Gundermann

Email: carrie.gundermann@oregonmetro.gov 

Equal employment opportunity

All qualified persons will be considered for employment without regard to race, color, religion, sex, national origin, age, marital status, familial status, gender identity and expression, sexual orientation, disability for which a reasonable accommodation can be made, or any other status protected by law.

Accommodation

Metro will gladly provide a reasonable accommodation to anyone whose specific disability prevents them from completing this application or participating in this recruitment process. Please contact the recruiter outlined in the job announcement in advance to request assistance.

Veterans' preference

Under Oregon Law, qualified veterans may be eligible for veterans' preference when applying for Metro positions. If you are a veteran and would like to be considered for a veterans' preference for this job, please provide qualifying documents as instructed during the application process.

Hybrid Telework

Positions designated as “hybrid telework,” meaning you will have the option to work away from the office, although there may be times that coming into the office will be required. The designation of Hybrid Telework may be subject to change at a future time. All employees must reside in Oregon or Washington; Metro cannot support ongoing telework from other locations.   

Pay equity at Metro

No matter who you are or where you work at Metro, you deserve to be paid fairly for the work you do. Every worker must get equal pay for equal work regardless of your gender, race, age, or other protected characteristics. Metro has established processes and conducts routine pay equity reviews as part of the hiring process to ensure compliance with the 2017 Oregon Pay Equity Act.

Online applications

Metro accepts job applications online. If you need assistance or accommodation with your application, or access to a computer, please contact the recruiter outlined in the job announcement in advance to request assistance. 

How to Apply

For tips on how to apply and more information on what the application process looks like, visit Metro’s “How to apply” page.

Government Jobs

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Metro 

Led by an elected council, this unique government gives all residents of greater Portland a voice in shaping the future and provides parks, venues, services, and tools at a regional scale. We find solutions for our area’s garbage and recycling that protect clean air and water; help plan land use and development to provide jobs and safe transportation; manage local venues that provide a connection to arts and culture and help keep the economy growing; protect 17,000 acres of parks and natural areas, and run the Oregon Zoo, to keep nature close to home. 

Salary : $102,985 - $138,010