Archives and Records Management Assistant (Community Service Aide I) - (Limited Duration)

The Position

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

Job Appointment: Part time, Limited duration
Salary: $18.00 per hour
Duration and benefits: This position is considered a limited duration, casual appointment. Hours may not exceed 1400 within the calendar year and must terminate after two years. This position receives no benefits outside of Sick Time, as defined by City Administrative Rule ARA 3.03: https://www.portland.gov/policies/adopted-rules-auditors-office/human-resources-adopted-rules-auditors-office/ara-303

Opening Date: 10/07/2024
Closing Date: 10/21/2024
(Recruitment subject to close before the listed closing date if 100 applications are received)

THE POSITION:
The City Auditor’s Office is seeking motivated, detail-oriented individuals who can work both independently and with a team to help preserve and provide access to historic city records.

This position reports directly to the Archives’ Collection Manager. The Archives and Records Management Assistant will gain experience in a variety of duties including preserving and cataloging historic records, creating archival quality scans for online access, and assisting the reference team who work to provide public records access to researchers. Additionally, this position may support archivists involved in outreach activities with that connect local history with the community.

• Responsibilities of the Archives and Records Management Assistant include:
• Welcoming customers and explaining research room policies;
• Record retrieval and reshelving services;
• Arrangement, description, and basic preservation of historical city records in preparation for public access in the City Archives research room;
• Digitization of historical city records for remote public access;
• Assisting with outreach programing, such as staffing events or research for exhibitions;
• Attending staff meetings as available.

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 promotes open and accountable government by providing impartial reviews and investigations, access to public information, and services for City government and the public. It employs nearly 50 staff members working in seven divisions, one of which is Archives and Records Management.

Successful candidates will have:

• Excellent organization, communication, and analytic skills;
• Data entry skills and a familiarity with Windows operating systems and common applications such as those included in Microsoft Office;
• Ability to take direction, follow procedures, and to work independently;
• Applicants are required to pass a criminal background check before employment can begin;
• An interest in archives, information management, library science, history, or public administration.
• Experience or interest in customer service.

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.

WORK SCHEDULE:

• Office hours: 8:00 a.m. to 4:30 p.m. Tuesday - Thursday.
• The Research Room is open Tuesday/Thursday 12:00 p.m.-4:00 pm and Wednesday 9:00 a.m. - 1:00 p.m.

• Work schedules are based around the hours the Research Room is open and may require some flexibility regarding days and times.
• The number of work hours per week is negotiable but will not exceed 24 hours.

INTERVIEW ACCOMMODATIONS:
All candidates in consideration for any role can request accommodations throughout the application and scheduling process. If selected for an interview, you will be presented with the option to request a reasonable accommodation. A reasonable accommodation includes any adjustment or change to the application or hiring process, the way the job is done or to the work environment that allows a person with a disability to perform the essential functions of that job and enjoy equal employment opportunities.

Examples of reasonable accommodations during the interview process include (but are not limited to):

• Breaks during the interview
• Sign language interpreter
• Closed captioning turned on during virtual interviews
• If feasible, the option of an in-person vs virtual interview
• Interview questions printed out for the interview, or posted on screen if virtual

To Qualify

TO APPLY:
Submit two documents:

(1) A resume
List professional and relevant volunteer experience; education and training; and the time periods for each. If you speak more than one language or have specialized skills, please list them.

(2) Responses to Supplemental Questions
Describe how you meet the following minimum qualifications, which are required to be successful in this position. Where possible, connect items in your resume and provide examples to demonstrate how you meet these qualifications. Your application will be deemed incomplete and ineligible to move forward if these questions are left unanswered.

Question 1: Tell us about your ability to review details and reconcile errors. (Connect items in your resume to demonstrate how you meet this qualification, when possible).

Question 2: Tell us about your ability to work independently, exercise judgment, and problem solve. (Connect items in your resume to demonstrate how you meet this qualification, when possible).

Question 3: Tell us about your experience: as a member of a historically underrepresented group participating in government decision-making; ensuring equitable operations or program outcomes; making workplaces and/or public spaces more inclusive; or exposure to racial inequities and actions you took to help resolve them. If your experiences are different from those listed and you have a commitment to diversity, equity, and inclusion, please explain how you will manifest that commitment in this position. (Connect items in your resume to demonstrate how you meet this qualification, when possible).

The Recruitment Process

Applicants must submit their resume and responses to supplemental questions through the City of Portland's online application system no later than 11:59 p.m. on the closing date. Emailed, mailed, or faxed applications will not be accepted. Your application materials should not exceed a total of five pages. Please do not include materials not requested.

Recruitment Timeline (subject to change)
Application period: 10/07/24 - 10/21/24
Applications reviewed: Week of 10/21/24
Interviewed: Week of 11/4/24

Additional Information

Work status: Non-citizen applicants must be authorized to work in the United States at the time of application.

Work location: The position is based in the Portland Archives and Records Center, 1800 SW 6th Ave.

Veteran’s preference: If you are requesting Veteran's Preference, attach a copy of your DD214 and/or Veteran's Administration letter stating your disability to your profile (if applicable), as well as checking the box identifying yourself as a Veteran. You must request Veteran's Preference AND include a copy of your documentation for each recruitment you apply for. Veteran's Preference documentation must be submitted no later than 11:59 PM on the closing date of this recruitment.

Equal employment opportunity: It is the policy of the City of Portland that no person shall be discriminated against based on race, religion, color, sex, marital status, family status, national origin, age, mental or physical disability, protected veteran status, sexual orientation, gender identity or source of income. The City values diversity and encourages everyone who is interested in employment with the City to apply.

Disability, Pregnancy, and Religious Accommodations: If you identify as a person with a disability, are pregnant or nursing, or observe a religious practice(s) and would like to request a reasonable accommodation when applying for this job, contact Administrative Specialist Arianna Gazca at Arianna.Gazca@portlandoregon.gov .

Technical assistance: If you have questions about how to apply or require any assistance in submitting your application, please contact Administrative Specialist Andrew Bryans at Andrew.Bryans@portlandoregon.gov .

For more information about the Auditor’s Office: https://www.portlandoregon.gov/auditor/

This summary outlines the benefit programs, actual benefits may vary depending on bargaining unit and employment status.

The City of Portland offers a comprehensive benefit package that is competitive with other private and public sector employers.

More detailed information can be obtained by calling the Health & Financial Benefits Office at 503-823-6031.

Health Care (Medical, Vision and Dental)
Casual employees can become eligible for health benefits (medical, dental & vision) through Affordable Care Act (ACA) employer provisions if they meet the necessary paid hours requirement, as determined by the Health & Financial Benefits Office.

Retirement
Membership in the Public Employees Retirement System (PERS)/Oregon Public Service Retirement Plan (OPSRP)
The City currently pays the employee's share of the retirement contribution.
Employees who are OPSRP members are vested after five years of contributions or when they reach age 65 (age 60 for police and fire.)

Sick Leave
Casual employees accrue sick leave as outlined in the City of Portland protected sick time law.

Family Medical Leave
In accordance with federal and state law, and the City policy for family medical leave, the City grants family and medical leave to eligible employees for certain family and medical related reasons.

Closing Date/Time: 10/21/2024 11:59 PM Pacific

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• City of Portland

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