Salem, OR: State Records Manager, Oregon State Archives

Job Opening Title: State Records Manager

Employer Name: Oregon State Archives

Job Location: Salem, OR

Application Deadline: December 29, 2019

Link to job posting:—SOS/State-Records-Manager–PEM-D-_REQ-26203-1

Years of experience required: 6

Job Description (if URL to posting not available). Please include instructions for how to apply.: Job Description
Initial Posting Date:

Application Deadline:

Secretary of State

Salary Range:
$5,496 – $8,502

Position Type:

Position Title:
State Records Manager (PEM D)

Job Description:

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.

The Secretary’s Vision —
As Servant Leaders, we will apply experience, knowledge, and abilities to improve transparency, accountability, and integrity in Oregon government.

Our Mission —
The Secretary of State is committed to:
Serving our community by building relationships and focusing on equity for all Oregonians.
Upholding the Constitution and the laws of the state of Oregon.
Encouraging voter participation and maximizing access while ensuring election integrity.
Ensuring taxpayers receive maximum value for their tax dollars and protection of their privacy and personal information.
Building Oregon’s economy by making it easier to start and do business in Oregon, removing barriers, providing small business assistance, and creating an environment where new businesses can grow, prosper, and create family-wage jobs.
Preserving and promoting accessibility to Oregon’s public records for the benefit of all peoples.
Empowering Oregonians by providing timely and accurate information about their government, connecting through outreach activities, and protecting whistle blowers

We Value —
We value the people of Oregon: our staff, our customers, our partners, and our stakeholders.
We value the character of Oregon: liberty, equality, equity, loyalty, honesty, security, diversity, and sustainability.

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:

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

In the role of State Records Manager, your typical duties may include, but are not limited to, the tasks listed below:
Supervising the daily operations of the Records Management Unit staff including but not limited to: hiring, training/coaching, planning, assigning, prioritizing and reviewing work, evaluating performance, implementing disciplinary action, and responding to complaints.
Assisting the Archives Division Director with strategic planning (short and long-term goals) to enhance the effectiveness of the division.
Ensuring the proper disposition of the state’s records.
Evaluating current and anticipate future direction of systems.
Acting as liaison to local, state, and national groups and individuals regarding records retention, transfer of records, and access to records.
Working closely with agencies to write both general and special records retention schedules.
Consulting with government entities requesting assistance in basic and complex records management issues.
Providing oversight and management of the Records Management Unit, State Records Center, and Security Copy Depository.
Serving as the state’s technical expert for records retention.
Developing, documenting, and adopting best practices to ensure effective management of public records.
Promoting effective records management in accordance with Archives Division policy, national standards, and international standards.
Regularly presenting to stakeholder groups on a variety of records management specific topics.
Developing instructional curriculum for a variety of different topics to be presented in formats such as in person, via webinar, and via pre-recorded training module.

Your application must demonstrate that you have experience and/or education in the following:
Six years of experience in supervision, staff-technical, or professional-level work related to archives and/or records management.
Two years of this experience must have included program/project leader responsibility involving one or more of the following areas: a) Development of program rules and policies, b) Development of long- and short-range goals and plans, c) Program evaluation and/or project evaluation, or d) Monitoring and controlling or preparing a budget

(NOTE: A Bachelor’s degree or equivalent course work (144 quarter or 96 semester hours) in a field related to management, such as Business or Public Administration, or related to Library and Information Science may be substituted for three years of the required experience, but will not substitute for the two years of specialized experience.)

In the “Work History” section on your application, you must clearly describe your experience in each of the a), b), c), d) areas listed. Failure to provide this information may result in eliminating your application from further consideration.

As the most competitive candidate, your application will demonstrate the following requested skills and abilities:
You have experience with electronic records management systems
You have experience in operating or managing a Records Center and/or with Security microfilm
You are confident, consistent, and highly capable of providing strong leadership
You are flexible and able to see the big picture in a variety of circumstances
You are in possession of a deep knowledge of records management practices and public records laws
You have the ability to demonstrate excellent verbal and written communication skills, including the ability to create policies and procedures
You have the ability to develop education, communication, and technical tools to assist State of Oregon Employees with records management needs
You are an effective multi-tasker who can manage many projects at once successfully

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
Submit your finalized application
Complete additional inbox questionnaires on confidentiality and veteran status
Check back periodically for additional actions

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.

For additional information you may contact us at or by phone at (503) 986-2174.

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