State Archives Job Board

The Oregon Department of Justice is seeking to hire a Digital Information and Records Manager (Operations & Policy Analyst 3). This role will serve as the primary manager of digital information and records management across all technology systems for the enterprise.  This position is the liaison with between Information Services and all DOJ Divisions, the Secretary of State Archives Division, and the Oregon Judicial Department's Enterprise Content Management (ECM) effort. This position will ensure that the Oregon Department of Justice aligns with and meets all rules, laws, and standards for digital information and records management. The Digital Information and Records Manager is part of a team dedicated to ensuring that the Legal Tools Program delivers a product that meets the unique needs of the Department of Justice.

At this time, the position is Limited Duration through June 30, 2025, and in planning to request for continued funding into future biennia.  If future funding is secured, the appointment may be extended or experience a permanent recruitment. A rotational opportunity may be possible if the best candidate is internal, and a rotation won't negatively impact the business.      

Apply today! In exchange, we'll ensure you are paid well and equitable to your peers, we'll make work-life balance attainable, and we'll show you the door to professional development and job satisfaction.  You will find that we embrace inclusive and supportive work environments and respect the diverse perspectives, knowledge, and experiences of our coworkers and those seeking to join the organization. We strive to build an inclusive and performance-oriented workplace where all individuals are welcomed and appreciated, leading to increasingly higher levels of fulfillment and success.  

This position will be remote to the fullest extent possible. There is an expectation to be able to report to the Salem office as business needs.

WHAT YOU WILL DO (in part)

• Formalize the strategic vision and priorities for the Oregon Department of Justice Records (Department) Management Program:

  • Develop and implement an agency-wide taxonomy system for the management of electronic data and records;

  • Ensure Program strategy is informed by and aligned with outcomes and objectives identified;

  • Be the point of contact for multiple interagency partners to develop strong partnerships and to maintain open communication; and

  • Coordinate outreach and informational meetings to distribute program information on technical and records management information across the Department. 

• Identify, develop, and deliver communications and training for records management.

• Serve as the records liaison between the Department, the State Archives Division of the Secretary of State (SOS) and the Oregon Judicial Department's Enterprise Content Management (ECM).

• Develop, oversee, and monitor data retention and destruction matrixes to ensure the Department is managing, achieving, and tracking records management requirements.

• Provide leadership, advice, and consultation on records and information management to the Department.

• Establish and direct meetings with Executives and Division leadership, management, and staff to engage in organizational records management.

• Assess organizational and implementation of records management requirements; prepare clear, accurate, and detailed reports containing findings, conclusions, gaps, and recommendations to Department Executives.

• Manage and lead the planning and development of records management processes and requirements across all Department technology systems.

• Collect and analyze data to feed the records management strategy, processes, and business impact to Department Executives.

• Assess the effectiveness of the records management program on a biennial basis and implement and track change strategies to correct issues.

• Audit and report on records management compliance.

• Develop, organize, maintain, and manage an ongoing record and information management system program to ensure the Program's records retention schedule, as well as public records statues, are adhered to.

• Develop the records management plans and procedures for the most effective implementation and ongoing operations of records management across Department systems.

• Develop and deliver communications to Department Executives, leadership, Legislature, divisions/sections/programs, and partners on records management operational matters.

• Regularly communicate with Department leadership and attend regular meetings as needed. Apprises Department Executives and the leadership team members of issues or conflicts that impede the Departments' ability to meet records management goals, laws, or statutory requirements.

• Provide advice and recommendations to the team regarding operational issues, new or modified policy requirements, and research and make recommendations where required on administrative rules.

• Advise business and technology leadership on metadata requirements necessary to achieve desired functionality.

• Conduct comprehensive research of current state and federal laws, administrative rules, statutes, policies, processes, and standards to determine the impacts to internal and external stakeholders resulting from new or modified business records management requirements on Department operational procedures.

• Propose administrative rules or policy changes via the legislative process and providing research and testimony related to the proposed changes.

• Other duties as assigned.

WHAT'S IN IT FOR YOU

When you become a DOJ team member, you join an agency that values loyal and enthusiastic employees by providing a competitive salary and great benefits, including excellent medical, vision, dental, pension and retirement programs. You also get paid Sick Leave, Vacation, Personal Business Leave, and 11 paid holidays a year. Full-time employment. This is a non-represented position. For more information about our benefits, you can learn here.

REQUIRED EXPERIENCES AND ATTRIBUTES 

Research suggests that women and people of color are less likely to apply unless they are confident they meet 100% of the listed qualifications. We welcome members of historically underrepresented racial/ethnic groups, women, individuals with disabilities, veterans, and all interested individuals to apply, and allow us to evaluate the knowledge, skills, and abilities that you demonstrate, using an intentional equity lens.

• I have a bachelor's degree in Business or Public Administration, Behavioral or Social Sciences, Finance, Political Science or any degree demonstrating the capacity for the knowledge and skills; AND four years professional-level evaluative, analytical and planning work. 

OR

• Any combination of experience and education equivalent to seven years of experience that typically supports the knowledge and skills for the classification.

AND

• This position requires training, knowledge and experience that provides demonstrated skills in organization, document management, planning and business process analysis. Strong communication skills are expected as well as a customer service orientation.

• This position requires a high level of knowledge and experience in enterprise application systems and legal administration as it applies to electronically stored information (ESI).

• Well-developed skills are needed in the application of technology, project management methodologies, and public records administration.

• Must exercise independent judgment and discretion in applying laws and policies. 

• Must be able to deal with the public, personnel and public officers from county, state and federal agencies, international representatives, legislative and congressional members, and frequently changing laws and procedures.

• Incumbent must perform duties in a manner that promotes customer service and harmonious working relationships.

• Finalists must pass a comprehensive employment reference check and fingerprint-based criminal background check. A driver history check will be included for positions requiring state vehicle driving privileges. Adverse findings will be evaluated to determine eligibility for the position.

OUR IDEAL CANDIDATE WILL HAVE

• Experience in a legal environment.

• Experience in state and/or federal retention/destruction requirements.

• Experience in developing and implementing data/file plans for records management.

• Experience in developing and implementing data governance.

• Experience in developing and/or implementing a taxonomy system for the management of electronic data and records.

• Knowledge of Secretary of State and Special Retention OAR and Rules.

• Ability to work independently and on a team as a partner to collectively achieve goals.

• Strong interpersonal skills with the ability to establish and maintain great working relationships with all levels of staff in the Department.

• Strong organization skills with the ability to shift priorities quickly while continuing to make progress on all work assignments.

• Enterprise level technology support processes and procedures. 

• Ability to make effective presentations to, and speak in front, of small to large sized groups, comprised of Department managers and staff, as well as staff from other agencies or organizations. 

• Desire and ability to learn and master new technical and business skills.

• Proactive communication style, troubleshooting, listening, and problem solving.

• Ability to communicate effectively to both business and information technology staff both verbally and written.

APPLICATION PROCESS

• Apply here, oregon.wd5.myworkdayjobs.com/SOR_External_Career_Site/job/Salem--DOJ--Justice-Building/Digital-Information-and-Records-Manager--Operations---Policy-Analyst-3-_REQ-156437.

• Attach your resume.

• Attach your cover letter.