Lead Public Records Program Administrator

2 weeks ago

Portland, Oregon, United States Multnomah County Full time
Current employees: Please apply through the employee portal to be considered for this opportunity.

Pay Range:
$ $52.58 Hourly

Department:
Non-Departmental

Job Type:
Regular Represented

Exemption Status:
United States of America (Non-Exempt)

The Opportunity:

The Multnomah County Communications Office is in search of an experienced records management expert to lead the establishment of a new automated public records system across the County. This role involves planning, organizing, and managing the operational aspects of processing public records while collaborating with dedicated records custodians in various County departments, as well as engaging with County attorneys and paralegals. Responsibilities include coordinating workflows, redactions, and the release of records.

The Communications Office comprises professionals responsible for creating and disseminating public information for the County. This team includes public information officers, writers, videographers, photographers, and graphic designers. The Office plays a crucial role in connecting the community with County services, providing timely and accurate information regarding news developments, policies, and initiatives to enhance public understanding of the County's impact on residents' lives.

As the Senior Public Records Program Specialist, your primary responsibilities will include developing, implementing, and managing the Multnomah County Public Records Program in accordance with applicable laws and regulations. This encompasses a range of high-level administrative and management tasks related to business needs and public records. You will create and enforce policies and procedures for the records system, collaborate with department liaisons, and oversee the processing of public records requests utilizing GovQA software. Additionally, you will provide guidance to County officials on public records issues, including requests, legal holds, and e-discovery, while working closely with the County Attorney on legal matters concerning public records.

Essential Job Duties:

Program Management
  • Formulate and implement program policies, procedures, and administrative rules in compliance with federal, state, and local laws and regulations. Stay updated on best practices and trends to inform recommendations.
  • Analyze metrics to assess program effectiveness and identify improvement opportunities; continuously enhance Public Records Program operations by recommending and assisting in the implementation of goals and objectives.
  • Provide leadership, guidance, and oversight to County-wide staff and officials, including management and human resources.
  • Assist the public and internal users with system inquiries and accommodations.
Records Management
  • Develop and implement strategic plans for the program to adapt to evolving laws. Review program objectives to ensure alignment with County goals and Oregon public records law.
  • Maintain knowledge of laws affecting County public records, the Records and Information Management field, and best practices in information governance.
  • Manage public records requests, ensuring timely and accurate responses while addressing confidential and sensitive inquiries. Provide expert guidance to other departments, the public, and external agencies.
  • Coordinate workflows, redactions, and the release of records.
  • Act as the primary contact for Multnomah County regarding public records matters.
Collaboration and System Administration
  • Evaluate, implement, and manage third-party software tools (GovQA) to enhance functionality and streamline business processes.
  • Work with system vendors to identify and resolve technical issues; recommend changes and updates to the system.
  • Provide ongoing functional support for system applications; troubleshoot and resolve reported issues; document solutions.
  • Consult with management-level staff, end users, and external agencies regarding program needs, software solutions, and best practices.
  • Collaborate with stakeholders to build consensus and ensure program objectives are achieved.
  • Coordinate with dedicated records custodians in County departments and work with the County Attorney's Office, including attorneys and paralegals.
  • Engage in relevant professional organizations, including local user groups, meetings, presentations, and training.
  • Represent Multnomah County Public Records in County, professional, or community committees or events.
To Qualify:

We will consider any combination of relevant work experience, volunteering, education, lived experience, and transferable skills as qualifying unless an item or section is labeled required. Please be clear and specific about how your background is relevant.

Minimum Qualifications/Transferable Skills:
  • A bachelor's degree - in lieu of a degree, we will consider equivalent years of related experience.
  • Four (4) years of progressively responsible experience related to public records management.
  • Demonstrated experience in applying an equity lens in promoting best practices.
Preferred Qualifications/Transferable Skills: You do not need to have the following preferred qualifications/transferable skills to qualify. However, 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.
  • Experience with GovQA Software.
  • Certified Records Analyst (CRA) or Certified Records Manager (CRM).
*Transferable skills: Your transferable skills are any skills you have gained through education, work experience (including the military), or life experiences 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 completed online application.
  • A resume covering relevant experience and education.
  • A cover letter that expands on your resume, addresses your interest in this position, and demonstrates how your experience aligns with the minimum and preferred qualifications listed.
Note: The application, resume, and cover letter should demonstrate your work experience/skills and how they relate to those shown in the Overview and To Qualify sections of the job announcement. Please be thorough, as these materials may be scored and determine your eligibility for an interview.

Diversity and Inclusion: At Multnomah County, we value and support diversity to create a culture of dignity and respect for our employees.

We are proud to be an Equal Opportunity Employer. We evaluate qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran or protected veteran status, genetic information, and other legally protected characteristics.

Veterans' Preference: Under Oregon Law, qualifying veterans may apply for veterans' preference. Review our veterans' preference page for details about eligibility and how to apply.

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.

Questions?

Recruiter:
Prudence Veach

Application information may be used throughout the entire selection process. This process is subject to change without notice.

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.

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