Records Management Specialist

15 hours ago

Portland, Oregon, United States Port of Portland Full time
About the Role

We are seeking a highly skilled Records Analyst to join our team at the Port of Portland. As a key member of our organization, you will play a vital role in ensuring our records and information management practices meet legal, compliance, and organizational standards.

Key Responsibilities
  • Coordinate and manage responses to public records requests.
  • Respond to help desk queries related to records management and ensure adherence to retention schedules.
  • Oversee inventory of boxed records, ensuring compliance with retention policies and offsite storage protocols.
  • Conduct records interviews and appraisals and develop retention schedules based on federal, state, local requirements, and industry standards.
  • Ensure proper documentation and destruction of records, including obtaining certificates of destruction.
  • Provide agency-wide support to implement records management best practices.
  • Develop and conduct training programs related to records and public records management.
  • Assist in process design and implementation of best practices for records management, including digitization.
  • Research and monitor emerging trends and legal changes impacting records and information management.
  • Monitor offsite storage of physical records and management of electronic document management systems.
  • Maintain records management inventory and ensure compliance with retention policies and legal holds.
  • Collaborate with Internal Audit and Legal teams to ensure compliance with federal, state, and industry requirements.
  • Assist with development and updating of records management policies and procedures.
  • Forecasting and Enterprise Records Management
Requirements
  • Degree from an accredited four-year college or university in Business, Information Management, Library Science, or related is preferred.
  • At least 2 (two) years in related document/content and records management with electronic content management systems.
  • OR Any combination of education and experience that demonstrates the ability to perform the job duties.
  • Demonstrated Skills and Abilities:
    • Proficient in Microsoft 365 applications (Word, Excel, PowerPoint, Teams, SharePoint, etc.).
    • Strong interpersonal skills with the ability to work with various departments and external vendors.
    • Ability to communicate complex compliance and records management requirements effectively.
    • Knowledge of legal requirements for compliant records management practices.
    • Expertise in records management theories and best practices specific to government records.
    • Ability to perform research and audits to ensure all processes align with legal standards.
  • Preferred Qualifications:
    • Certification: Certified Records Manager (CRM) from the Institute of Certified Records Managers (ICRM).
    • Experience: Hands-on experience with SharePoint Purview or similar records management tools.
    • Familiarity with Rational Governance enterprise software or equivalent tools.
About Us

The Port of Portland is a forward-thinking organization based in the Pacific Northwest. We are committed to supporting the efficient and sustainable operations of airports and marine terminals that keep our region connected. Our mission is to deliver reliable, high-quality infrastructure and services that contribute to the economic vitality and growth of the communities we serve.

We offer a flexible hybrid schedule to support both work-life balance and team collaboration. You'll be in the office Tuesday through Thursday, working alongside colleagues to support our various lines of business, and then enjoy the flexibility of working from home on Mondays and Fridays.

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