Records Data Analyst

Portland, OR, United States

Current employees: Please apply through the employee portal to be considered for this opportunity. Pay Range: $33.69 - $41.35 Hourly Department: Department of County Assets (DCA) Job Type: Regular Represented Exemption Status: United States of America (Non-Exempt) Closing Date (Open Until Filled if No Date Specified): November 27, 2023

The Opportunity: Do you enjoy working with electronic records and creating training materials that make it possible for internal customers to be compliant with all regulations related to electronic records management? Do you like troubleshooting and conducting tests to make electronic records systems more efficient and functional? If so, we have an exciting opportunity for you to join Multnomah County’s Department of County Assets (DCA) Archives Division as a Records Data Analyst.

Overview The Records Data Analyst will support DCA’s stewardship of public records by assisting in continuing the successful expansion of our electronic document records management system (EDRMS). The EDRMS is available to all County customers as a tool to manage electronic records management compliance with County regulations, the Health Insurance Portability and Accountability Act (HIPAA), Criminal Justice Information Services Security Policy (CJIS), and state, federal laws and regulations. In this position, you will develop training documents, perform basic troubleshooting, conduct testing, assist with new customer onboarding and assist the Electronic Records Management Analyst with long term application projects.

Our ideal candidate can work independently, has exceptional customer service skills and a proven track record of building and maintaining effective professional working relationships. You exhibit strong organizational skills and the ability to manage multiple projects simultaneously with confidence. You also have excellent verbal and written communication skills for technical and non-technical audiences.

Essential Job Duties: Content Manager Software Maintenance and Support (35%): Designs, writes and tests functionality, access controls, system functions, and permissions in both test and production environments.

Transfers approved record type builds from test to production environments.

Serves as a customer resource for basic troubleshooting and to resolve simple tickets within 4 hours of receipt.

Acknowledges and triages advanced tickets to the Electronic Records Management Analyst (ERMA).

Conducts bulk ingests using Dataport. Inputs and updates project onboarding documentation.

Assists with analysis of information needs of users to determine records structure as part of the onboarding team (with ERMA) for new users.

Training (30%) Adapts end-user quick reference guides (QRGs) to new custom builds.

Updates and maintains End-User and Records Management & Archives Content Manager manuals.

Develops ad hoc training materials for specific needs and revises when necessary.

Revises video training for new versions and enhancements.

Public Records Requests (25%): Receives public records requests, determines the scope of requests, validates the identity of requesters, and the purpose of the requests.

Assists Communications teams, County Attorney’s Office and Departmental Specialists with public records requests by conducting complex Boolean searches in Google Vault and SMARSH to retrieve email and text messages matching request criteria.

Provides access for search results to requestor either delivering via an exported report, or by granting limited system access to read them. File each record of request in the appropriate system.

EDRMS Improvement (10%): Assists with the restructure of location tables in EDRMS and eventual future system integration by conducting field mapping activities.

Assists with common records category identification and mapping to retention schedules. Suggests redundancies that might be eliminated.

Assists with development and implementation of functional classification in EDRMS.

To Qualify We will consider any combination of relevant work experience, volunteering, education, 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: Minimum of 1 year of experience that demonstrates the ability to perform the duties of the position (electronic records management, electronic records applications, electronic documents, or electronic records management systems experience), AND

A bachelor's degree. In lieu of a degree, we will consider equivalent years (5 to 8 years) of qualifying training and/or experience.

Ability to pass a criminal records check, should a job offer be extended.

Preferred Qualifications/Transferable Skills: You do not need to have the following preferred qualifications/transferable skills to qualify. However, keep in mind 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. Minimum of 1 year of experience with the development of training documentation, or demonstrated technical writing capabilities.

Ability to create complex Boolean queries and run searches. Familiarity with Windows file storage structures.

Experience using electronic records repositories like SMARSH, Google Vault, MS365, OpenText’s Content Manager and/or Preservica.

Previous experience with government records.

Screening and Evaluation

The Application Packet: A completed online application.

A resume covering relevant experience and education. Please be sure your resume includes the following for each employer: name of employer, location, dates of employment, your title, a brief summary of your responsibilities, and the number of employees under your supervision.

A cover letter detailing how your experience and training qualifies you for this role, addresses why you are interested in this position, and demonstrates how your experience and skill set align 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, Essential Job Duties and To Qualify sections of the job announcement. Please be thorough, as these materials will be scored to determine your eligibility for an interview.

The Selection Process: For details about how we typically screen applications, review our overview of the selection process page. We expect to evaluate candidates for this recruitment as follows: Initial review of minimum qualifications: We may do an additional preferred review and/or send out additional supplemental questions to identify those highest qualified.

Consideration of top candidates: We will consider qualified candidates in order of rank and score from the list of eligible candidates. This may include panel interview(s), a hiring interview, and/or additional testing to determine the best candidates for a position.

Reference check: All finalists must pass a thorough reference check.

Additional Information: This recruitment may be used to fill full-time, part-time, temporary, limited duration and on-call positions. Type of Position: This hourly union-represented position is eligible for overtime pay. Location: 1620 SE 190th Ave, Portland OR 97233 Schedule: Monday - Friday 8:00am - 4:30pm. This position is designated as “routine telework,” meaning you will be working remotely (from home); a hybrid schedule is also available. As with all routine telework positions, employees may be required to come into the office on occasion. Currently, all employees must reside in Oregon or Washington; the County cannot support ongoing telework from other locations. There is some flexibility with the start and end times and a possibility of a 9/80 work schedule.

Our Commitment to Safety, Trust and Belonging

Multnomah County is committed to developing, nurturing and continually improving workforce equity by identifying and addressing the structural and policy barriers to equal employment opportunity faced by our employees and communities. County employees across the organization have stepped forward to develop a strategic plan and help create a workplace where everyone can reach their full potential. Learn more by reading our Workforce Equity Strategic Plan and exploring our Core Competencies for all County employees.

Serving the Public, Even During Disasters

Everyday, Multnomah County staff work together to serve as a safety net for our communities. During a disaster, this safety net becomes even more critical. All County employees have a role in serving the public during inclement weather, natural disaster, or other types of community emergency response. During these emergency responses, while typically there begins with a call for volunteers, county employees may ultimately be reassigned from their current position to a role in the emergency response in order to support the critical needs presented by our communities. For more information, please visit the Disaster Service Worker Information page.

Diversity and Inclusion: At Multnomah County, we don't just accept difference; we value it and support it 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. The EEO Know Your Rights poster is available for your reference. Multnomah County is a VEVRAA Federal Contractor. We request priority protected veteran referrals. 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. Please contact the recruiter below in advance to request assistance. Individuals with hearing or speech impairments may contact the recruiter through the Telecommunications Relay Service by dialing 711. Questions? Recruiter: Kristin Heying Email: [email protected] Phone: +1 (971) 9177684 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. Job Profile: 6073 - Data Analyst

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