Archives and Records Management Coordinator III

City of Portland
Portland, OR

65,811–109,491 a year

The City Auditor’s Office is seeking a collaborative, inquisitive, detail-oriented, analytical, and  public service-minded archivist to join the Archives and Records Management division as our Archives and Records Management Coordinator III.  
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 results of impartial reviews and investigations, access to public information, and services for City government and the public. It employs 51 staff members working in five divisions, one of which is Archives and Records Management.

The division operates the City of Portland Archives and Records Center, making records accessible to the public and City employees for research and inspection. The division sets record retention and preservation policies and guidelines, administers the City’s electronic records management system, serves as the City’s expert on records issues, and provides services to help City employees manage their electronic and physical records. The Archives contains an extensive collection of records dating back to 1851 in a variety of formats. The division partners with community groups, heritage organizations, and individuals working on initiatives that connect local history with the community.

As the Archives and Records Management Coordinator III, you will:

  • Lead the historical collections development function within the division, including working with donors and all facets of appraisal, processing, preservation, description, and assessing the archival collections.
  • Develop and recommend program plans, policies, and procedures; identify issues and develop and implement solutions. 
  • Have supervisory responsibilities for interns, volunteers, and casual staff, including assigning work, training, and assessing performance.
  • Provide reference services to the public and City employees; provide oversight and backup in daily operations in the Research Room.
  • Work with community groups, allied professions, colleagues, and other groups to further the division’s mission and objectives and to create and maintain reciprocal relationships.
  • Serve as a deputy to the City Archivist on the administration of the Archives and Records Center.
We are looking for an archivist who is capable of managing an extensive and dynamic archival collection, who is passionate about helping people find the information they seek, committed to developing and maintaining positive relationships with colleagues and the community, and who values equitable and transparent access to public records. The best candidates are grounded in the theories and practices of archivy yet look for innovative solutions, and who foster an inclusive, respectful, and culturally responsive workplace through leadership and collaboration.

Successful candidates will demonstrate their knowledge and experience in all facets of managing archival collections, a commitment to public service and reference, experience supervising and mentoring people with diverse skills, and their experience working with people in the community. 


To Qualify

Three documents are required for a complete application: 1) a resume, 2) a cover letter, and 3) a brief writing exercise. Omitting any of these documents will disqualify potential applicants from consideration.
1) 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) Cover Letter
Describe how you meet the following minimum qualifications, which are required to be successful in this position. Where possible, connect items in your resume to demonstrate how you meet these qualifications. It is advised that you use the numbered list below in your letter to ensure you respond to each item. Skipping any of the items will disqualify your application from further consideration, so please complete your cover letter with care.

  1. Master’s degree from an accredited college or university with major course work in library or information sciences, archival management, history with a concentration in archival studies, records management, or related field; AND Five (5) years of increasingly responsible archives and records management experience, including experience in a lead or supervisory role; OR an equivalent combination of training and experience.
  2. Thorough knowledge of archival processes and procedures, maintenance of official records and original documents, and relevant laws and regulations.
  3. Advanced knowledge of search strategies, research techniques, methods, and procedures within electronic databases and paper filing systems.
  4. Ability to resolve difficult management or administrative issues, perform analyses and research, evaluate alternatives and develop sound conclusions and recommendations.
  5. Ability to interpret and explain archives and access policies and requirements to staff, elected officials, and the public.
  6. Ability to exercise sound, expert, and independent judgment within policy guidelines.
  7. Ability to establish and maintain effective working relationships with managers and staff, elected officials, representatives of other government agencies, and others; demonstrate tact, diplomacy, and patience, and gain cooperation through discussion and collaboration.
If you meet these preferred qualifications, please briefly describe how in your cover letter.
  • Four (4) years of increasingly responsible experience providing reference service for archival collections.
  • Demonstrated ability to supervise a diverse workforce and apply equitable program practices to diverse and complex services.
  • Certification by the Academy of Certified Archivists.
  • Three (3) years of experience working for a public agency and/or working with public records.
Special Requirements and/or Qualifications:
Ability to pass a physical capacities test requiring the lifting and carrying of boxes up to 40 pounds.

3) Writing Exercise 
In addition to the cover letter and resume, please submit an essay describing 1) your experiences or participation with any of the following, and 2) what you learned from them:
  • exposure to racial inequities and actions you took to help resolve them;
  • steps taken to make workplaces and/or public spaces inclusive;
  • experiences as a member of a historically underrepresented group in government decision-making;
  • experiences living, working with, and/or interacting with individuals from diverse backgrounds and identities;
  • experiences ensuring equitable and inclusive workplace operations and/or program outcomes.
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.


The Recruitment Process

Applicants must submit their resume, cover letter, and writing exercise 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)

  • Posting:  8/2- 8/30
  • Applications Reviewed: Week of 8/30
  • First interview: Week of 9/13
  • Second interview: Week of 9/27
  • Job Offer:  Mid-October 


Additional Information

Employee benefits: The City of Portland is committed to offering medical, dental, vision, basic life, and long-term disability coverage that provides quality care, support and value to eligible employees and their family members. Additional benefits such as flexible spending accounts, supplemental life insurance and employee assistance program coverage are available to ensure employees have the appropriate tools to safeguard themselves and their family. The City of Portland participates in PERS, the Oregon Public Employee Retirement System.  Find more information on the City of Portland's benefits here: Benefits Information | The City of Portland, Oregon.
Civil Service:  This position is in the Classified Service and subject to Civil Service provisions. It also is subject to the Human Resources Administrative Rules for the Auditor’s Office, City Charter, and Code. 
Work status: Non-citizen applicants must be authorized to work in the United States at the time of application.
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, 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 Andrew Bryans at This email address is being protected from spambots. You need JavaScript enabled to view it..
Technical assistance: If you have questions about how to apply or require any assistance in submitting your application, please contact Administrative Specialist Andrew Bryans during regular business hours at This email address is being protected from spambots. You need JavaScript enabled to view it..
For more information about the Auditor’s Office: