Initial Posting Date:

09/13/2021

Application Deadline:

09/27/2021

Agency:

Secretary of State

Salary Range:

$4,341 - $6,662

Position Type:

Employee

Position Title:

Records Management Analyst 1

Job Description:

LOCATION: Salem, OR

SALARY:

$4341 – $6662 /per month Non-PERS

$4601 – $7062 /per month PERS

Effective October 1st, 2021, the agency will be implementing a 3.25% Cost-of-living adjustment (COLA).

ABOUT THE AGENCY:

The Oregon Secretary of State is one of three constitutional offices created at statehood. As an independent constitutional officer, the Secretary of State answers directly and solely to the people of Oregon.

OUR MISSION:

Create broad and accessible pathways for Oregonians to interact with their state government.

OUR VISION:

We envision an Oregon without barriers where everyone has equitable access to our democracy, available tools to achieve economic success, our state resources are efficiently utilized and accountable to the public, and where we honestly acknowledge our state’s history.

We lead with our values and believe every voice should be heard.

OUR VALUES:

ACCESS FOR ALL

We seek to identify and actively eliminate barriers.

AUTHENTICITY
We are honest and true with ourselves and others.

CLARITY
We share stories, using plain language to increase understanding and impact.

RESPECT
We strive to understand all viewpoints.

The Secretary of State employs approximately 200 full-time, part-time, and temporary employees. The Secretary oversees the functions of seven program divisions: Archives, Audits, Corporations, Elections, Business Services, Information Systems, and Human Resources.

For more information about the Oregon Office of Secretary of State, please visit: State of Oregon: Oregon Secretary of State - Home

WHAT’S IN IT FOR YOU:

We offer full medical, vision, and dental benefits with paid sick leave, vacation (starting at up to 96 hours per year), personal leave (up to 24 per year), and 10 paid holidays per year, plus pension and retirement plans . Secretary of State Employees also enjoy:

• Nationwide Pet Insurance

• Participation in Public Service Loan Forgiveness

• Work/life balance options such as flexible and alternative schedules and telework opportunities

• An agency unique employee recognition program allowing for additional leave options such as vacation buy-out and sick leave roll-over

See our current job listings and internship opportunities, compensation, and benefits here: Careers with the Secretary of State

WHAT YOU WILL DO:

In the role of Records Management Analyst, you will advise and assist state and local government agencies in records management. Your typical duties will include, but are not limited to:

• Act as implementation lead for agencies joining the Oregon Records Management Solution (ORMS), including implementation planning, design and build of agency file structure, application of retention and security rules, and training of agency coordinators in Micro Focus Content Manager (CM)

• Provide ongoing technical support and records expertise to ORMS client agencies

• Perform ongoing maintenance and troubleshooting within CM datasets

• Advise and assist state and local agencies in the maintenance, retrieval, protection, retention, storage, and disposition of public records in accordance with State Policy and legal, financial, governmental, tribal cultural and historical requirements.

• Assist the State Records Manager in implementing role-based retention in communications technologies state-wide.

• Provide virtual and in-person training to state and local government agencies regarding effective records management practices and application of records law

• Assist with operations of the State Records Center (SRC), including database cleanup and migration

• Contribute to the creation of new and revision of existing records retention schedules

• Stay abreast of current trends in technology and identify how public records management may be affected by them

• Demonstrate continuous effort to improve operations, work cooperatively with internal and external customers and provide quality, seamless customer service.

To request a copy of the position description, which includes all duties and working conditions, please email [email protected] .

TO QUALIFY:

Studies have shown that women and people of color are less likely to apply for jobs unless they meet every one of the qualifications listed. We are most interested in finding the best candidate for the job, and that candidate may be one who comes from a less traditional background. We would encourage you to apply, even if you don't meet every one of our qualifications listed.

Your application must demonstrate education and/or experience in the following:

• A Bachelor’s degree or higher in history, public administration, archives and records administration, library science or a related degree that demonstrates the capacity for the knowledge and skills*

AND

1. Two years of professional experience

OR

2. Designation as a Certified Records Manager (CRM)

• All applicants must submit a copy of all transcripts with their application to receive credit for college degrees or coursework. Credits must be from an accredited college or university. Transcripts must include name, coursework and indicate that a degree was obtained. On-line transcripts are acceptable.

As the most competitive candidate, your application will demonstrate the following requested skills and experience:

• Experience with Electronic Records Management Systems

• Experience in database management and implementation of technology projects

• Strong communication and analytical skills

• Ability to quickly absorb new information and adjust work accordingly

• Possess an innovative, problem-solving mindset

• Approaches duties with and equitable and inclusive lens

Additional Requirements:

The State of Oregon is requiring all executive branch employees to complete their COVID-19 vaccination series by October 18, 2021 unless the employee receives a medical or religious exception. New employees must submit vaccination documentation or be approved for an exception by October 18, 2021. For more information, visit our policy listed here .

If you are unsure whether you meet the qualifications of this position, please feel free to contact us to discuss your application.

HOW TO APPLY:

• Click apply

• Upload your resume

• Complete job history and education sections to clearly demonstrate how you meet minimum qualifications for the position

• Complete application questionnaire

• Upload transcripts

• Submit your finalized application

• Complete additional inbox questionnaires on confidentiality and veteran status

• Check back periodically for additional actions

ADDITIONAL INFORMATION:

• Additional applicant screening will depend on the number of qualified applications received. Screening may include skills testing, the results which may be used as part of the applicant evaluation process.

• Candidates whose background most closely matches the qualifications and required/requested skills of this position will be invited to an interview.

• Successful candidates must pass a criminal history check. Adverse background data may be grounds for immediate disqualification.

• Eligible veterans who meet the qualifications will be given veterans' preference. For further information, please see the following website: Veteran Resources . You may also call the Oregon Department of Veterans' Affairs at 1-800-692-9666.

• The Secretary of State does not offer VISA sponsorships. Within three days of hire, you will be required to complete the US Department of Homeland Security's I-9 form confirming authorization to work in the United States.

• The salary listed is the non-PERS qualifying salary range. If the successful candidate is PERS qualifying, the salary range will reflect the additional 6%.

QUESTIONS?

For additional information you may contact us at [email protected] .

The Oregon Secretary of State is an equal opportunity, affirmative action employer committed to a diverse work place.