Archivist Job Jobs in Oregon (NOW HIRING)

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In-state remote work is available for this position with supervisor approval.

See definition and requirements of remote work for the Oregon Secretary of State's Office: Remote work with the Secretary of State's Office

$4,771 - $7,287/per month Non-PERS Rate

$5,057 - $7,722/per month PERS Rate

In this role you will oversee administrative rulemaking for the Elections Division. Serving as the Rules Coordinator, you will work with program experts to update and implement administrative rules and manage external stakeholder engagement throughout the rulemaking process. Additionally, you will coordinate the Elections Division's records management program and serve as the Division public records officer.

This is accomplished in part by, but not limited to:
Administrative Rules Coordination and Filing:

You will work closely with Division staff to identify and update administrative rules, serving as the goto expert who guides staff through timelines, requirements, and best practices. You will review rule drafts for compliance, track progress to ensure deadlines are met, and communicate filings to the Archives Division and Elections Division leadership. You will conduct public hearings, gather and organize feedback, support rulemaking advisory committees, and keep all rulemaking files, comments, and revision histories wellmaintained and accessible. You will also coordinate Rules Advisory Committee (RAC) activities, provide clear information to members, prepare annual rulemaking reports, and submit final materials to Elections management, the legislature, and the Archives Division.

Public Records Officer:
You will serve as the Division's Public Records Officer, receiving and tracking incoming public record requests and coordinating with staff to gather responsive records. You will ensure every response is complete, timely, and fully compliant with Oregon Public Records Laws, preparing clear and formal communications for the public that meet statutory and agency standards. You'll document processes, create guidance materials, and help staff understand records management expectations so practices are consistent across the Division.

Records Retention:
You will serve as the Division's records officer, maintaining and improving systems that keep all digital and paper records compliant with state record retention requirements. You will coordinate retention schedules, work closely with the Oregon State Archives when updates are needed, and help staff prepare select records for transfer to the State Records Center, ensuring everything meets packing and storage standards. You'll guide staff through recordsmanagement questions, train them on retention practices, and keep internal policies current and accurate. Throughout the work, you will oversee updates to the Division's retention schedule and destruction log, making sure records are organized, accessible, and managed consistently across the entire Division.

For explicit duties, please request a copy of the position description from HR.SOS@SOS.oregon.gov.

Studies have shown that women and people of color are less likely to apply for jobs unless they meet every one of the qualifications listed. We are most interested in finding the best candidate for the job, and that candidate may be one who comes from a less traditional background. We would encourage you to apply, even if you don't meet every one of our desired qualifications listed.

Your application must demonstrate education and/or experience in the following:

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;
OR
Any combination of experience or education* equivalent to three years technical-level experience that typically supports the knowledge and skill requirements listed for the classification.

*All applicants using their education to meet the position requirements must submit a copy of all transcripts no later than interview to receive credit for college degrees or coursework. Credits must be from an accredited college or university. Transcripts must include name, coursework and indicate that a degree was obtained. On-line transcripts are acceptable for application. A copy of official transcripts will be required at time of hire.

As the mostcompetitive candidate, your application will demonstrate the following requested skills and experience:

• Exceptional organizational skills and systems-thinking

• Strong analytical and compliance-oriented judgment

• Clear and concise communication abilities

• Relationship and cross-team collaboration skills

• Process design and continuous improvement mindset

• Adaptability in an ever-changing environment

Preference may be awarded for experience with government rule making and/or government public records requests.

If you are unsure whether you meet the qualifications of this position, please feel free to contact us to discuss your application.

• Click apply

• Upload your resume

• Complete job history and education sections to clearly demonstrate how you meet minimum qualifications for the position

• Submit your finalized application

• Complete additional inbox questionnaires on confidentiality and veteran status

• Check back periodically for additional actions

Please note: you must attach your resume to your application and complete the job history and education sections of the application. Failure to submit the required materials will remove your application from consideration.

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 of State employs approximately 245 full-time, part-time, and temporary employees. The Secretary oversees the functions of seven program divisions: Archives, Audits, Corporation, Elections, Business Services, Information Systems, and Human Resources.

Build trust between the people of Oregon and our state government so that public services can make a positive impact in peoples' lives.

We envision an Oregon without barriers, where we lead with our values and believe every voice should be heard. We do so by:

• Building equitable access to our democracy.

• Making tools easily available to achieve economic success.

• Ensuring state resources are used sustainably, efficiently and accountable to the public.

• Honestly acknowledging Oregon's history.

Access for all

We elevate equity through identifying and actively eliminating barriers.

Authenticity

We have integrity and are honest and true to ourselves and others.

Clarity

We share stories, using plain language to increase understanding and impact.

Respect

We are committed to serving the people of Oregon and strive to understand all viewpoints.

Service

We are responsive and prioritize the needs of current and future Oregonians we serve.

For more information about the Oregon Office of Secretary of State, please visit: State of Oregon: Oregon Secretary of State - Home

• Family Friendly Work Life Balance (paid time off, 12 holidays, 3 personal days, short and long term disability benefits)

• Take Care of Yourself and Your Family (comprehensive employee benefits, choice of medical plans, vision plan, life insurance, child care flexible spending account, employee assistance program)

• Celebrate Uniqueness: Diversity and inclusion are cornerstones of our values. We recognize that diversity and inclusion are critical to developing a talented, high-performing workforce and are committed to providing a supportive work environment in which all of our employees can thrive and reach their full potential. We strive to maintain a culture that attracts, develops and retains a diverse workforce that closely mirrors the residents of our community. We learn from and respect the cultures in which we operate and value the uniqueness of individual talents, experiences and ideas.

• Invest in Your Future: (Pension plan, deferred comp, short and long term disability plan, flexible spending accounts for healthcare and dependent care)

• Be Appreciated (employee recognition events, agency unique employee recognition program allowing for additional leave options such as vacation buy-out and sick leave roll-over, dynamic employees doing impactful work)

• ADA: At the Secretary of State, we value community and foster a sense of belonging for our employees

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

• 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 will require professional reference checks and must pass a criminal history check. Adverse background data may be grounds for immediate disqualification.

• Agency does not offer visa sponsorship. Within three days of hire, applicants will be required to complete I-9 documentation and confirm authorization to work in the United States. If your employment authorization and documentation is contingent on sponsorship now or in the future, you will not meet Agency employment eligibility standards.

• The State of Oregon does not request or require your age, date of birth, attendance or graduation dates from an educational institution during the application process.

• Eligible veterans and Oregon National Guard servicemembers (current and former) who meet the qualifications of the position will be awarded candidate preference. For more information, please visit Veterans Resources. Be sure to submit your documentation prior to the close date of this posting in order to have the preference considered.

• The salary listed is the non-PERS qualifying salary range. If the successful candidate is PERS qualifying, the salary range will reflect the additional 6%.

For additional information you may contact us at HR.SOS@SOS.oregon.gov..

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