Records Analyst

The Position

The Port of Portland is hiring a Records Analyst!

We're looking for a detail-oriented and knowledgeable Records Analyst to join our team. In this role, you'll be instrumental in ensuring our records and information management practices meet legal, compliance, and organizational standards. If you have a passion for organization, regulatory adherence, and supporting efficient public service operations, we want to hear from you!

About Us:
The Port of Portland is a forward-thinking organization based in the Pacific Northwest. We are committed to supporting the efficient and sustainable operations of airports and marine terminals that keep our region connected. Our mission is to deliver reliable, high-quality infrastructure and services that contribute to the economic vitality and growth of the communities we serve. Join us and play a vital role in shaping the future of our PNW community!

Your Role:
As a Records Analyst, you will be at the heart of our organization's commitment to compliance, transparency, and efficiency. You will provide expert guidance on records and information management policies and practices, ensuring that our operations remain in full alignment with Oregon's public record laws and other critical regulatory requirements. This role is integral to supporting our long-term goals by helping us plan, organize, and maintain an enterprise-wide records management program.

Your expertise will influence not only the way we handle information but also how we develop standards and training that foster legal and regulatory compliance across the organization.

We offer a flexible hybrid schedule to support both work-life balance and team collaboration. You'll be in the office Tuesday through Thursday, working alongside colleagues to support our various lines of business, and then enjoy the flexibility of working from home on Mondays and Fridays. We believe in fostering strong connections while also providing the balance you need to thrive both professionally and personally!

Essential

Job Duties

Lifecycle Management

• Develop and update records retention schedules in collaboration with the legal counsel, business areas, and the Oregon State Archives.
• Maintain an accurate records inventory and taxonomy that reflects the functional responsibilities of the Port along with assigned retention periods that meet the administrative needs of program staff as well as current regulatory requirements and industry standards.
• Oversee secure offsite physical record storage processes to ensure retention periods are being met, eligible boxes are dispositioned appropriately, and box retrievals and returns are working as expected.
• Ensure record digitization projects comply with State requirements and internal policies and procedures.
• Support and serve as a key resource in implementing and maintaining electronic recordkeeping systems and processes, ensuring that system configurations, process workflows, and roles/responsibilities are fully supported and aligned with records requirements.

Records Request Support

• Receive, review, and respond to public records requests in accordance with Oregon Public Records Law, ensuring timely, accurate, and customer-focused service.
• Coordinate with business areas to identify and collect responsive records, apply appropriate red actions based on legal exemptions, and maintain comprehensive tracking and reporting systems.
• Collaborate with legal counsel, risk management, and business areas to respond to legal subpoenas and discovery requests.
• Administer the legal hold program to ensure the preservation of relevant records, including issuing hold notifications to custodians, applying preservation holds to electronic records using e-discovery tools, documenting preservation efforts, and releasing holds upon resolution.

Public Records Training and Awareness Support

• Assist with creation and delivery of training materials and other education resources such as job aids, instructional guides, tip sheets, and the Records Program resource site.
• Build partnerships with business area records coordinators and other stakeholders to improve records practices across the Port.
• Participate in internal outreach activities to engage staff and raise awareness of records related compliance issues and best practices.

Continuous Operational Improvement

• Conduct research and monitor emerging trends related to records and information that may impact the agency.
• Assist with the creation and update of records management standards, policies, and procedures.
• Audit business area recordkeeping practices and make recommendations for improvements.

Minimum Qualifications

Education & Experience

• Bachelor's Degree in information management, public administration, education, history, or closely related field.
• Master's Degree in library and Information Science from ALA accredited program is preferred.
• Minimum three (3) years experience in records and information management related experience including electronic records and document management…