Archives and Records Management Coordinator II

City of Portland Office of the Auditor is seeking applicants for an Archives and Records Management Coordinator II

Salary: $93,516.80 - $114,982.40

Opening Date:  February 12, 2024

Closing Date:   February 26, 2024

THE POSITION:

The City Auditor’s Office is seeking an inquisitive, collaborative, organized, and community-minded archivist to join the Archives and Records Management division as our Archives and Records Management Coordinator II.

As the sixth elected official in the City of Portland, the Auditor is independent of City Council and accountable only to the public. The Auditor’s Office ensures open and accountable government by providing impartial reviews and investigations, access to public information, and services to City government and the public. It employs over 40 people across four divisions, one of which is Archives and Records Management.

The Archives and Records Management division operates the City of Portland Archives and Records Center, making records accessible to the public and City employees for research and inspection. The division sets record retention and preservation policies and guidelines, administers the City’s electronic records management system, serves as the City’s expert on records issues, and provides services to help both City staff and members of the public access City records for research purposes. The Archives contains an extensive collection of records dating back to 1851 in a variety of formats. The division partners with community groups, heritage organizations, and individuals working on initiatives that connect local history with the community.

This position reports directly to the City Archivist. As the Archives and Records Management Coordinator II, you will:

• Oversee Research Room operations and perform reference services for City employees and the public, including in-person and virtual reference work.
• Train, assign tasks, and evaluate the performance of interns, volunteers, and part-time staff who support the Research Room.
• Develop and deliver training on using the Archives and conducting research; develop research tools to increase access to records; conduct classroom visits and tours of the Archives.
• Develop, organize, and manage community engagement and special events to increase awareness and access to City records; develop marketing and outreach plans; draft press releases and outreach materials.
• Work with community groups, allied professionals, colleagues and other groups to further the Division’s mission and objectives and to create and maintain reciprocal relationships.
• Work collaboratively across divisions on outreach and special projects to promote cohesion and trust throughout the Auditor’s Office.

 Successful candidates will have:

• Knowledge of archival practices and procedures, maintenance of official records and original documents, and relevant laws and regulations.
• Knowledge of archival processes and appraisal and preservation techniques according to archival standards.
• Knowledge of the theories, principles, legal requirements, and techniques of archives, including reference interviews, outreach methodologies, archives management, public access, and electronic records.
• Advanced knowledge of search strategies, research techniques, methods, and procedures within electronic databases and paper filing systems.
• Ability to interpret and explain archives and access policies and requirements to City staff, elected officials, and the public.
• Ability to communicate effectively, both orally and in writing; present information, proposals, and recommendations clearly and persuasively in public settings.

The Auditor’s Office values a diverse workforce and a culture of equity and inclusion in delivering public services and everyday interactions in the workplace. The Office encourages candidates with experience working with a broad range of individuals and diverse communities to apply.