Records Analyst

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.

• 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 redactions 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.

• 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.

• 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.

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 systems; or any combination of education and experience that demonstrates the ability to perform the job duties.

• Certified Records Manager (ICRM) is preferred.
• Certified Records Analyst (ICRM) is preferred.
• Information Governance Professional is preferred.
• Records Management Certificate is preferred.

• Demonstrate commitment to valuing differences among individuals and a passion for being inclusive.
• Show the utmost respect for others and act as a team player.
• General legal terminology and issues related to legal holds, discovery, and document production.
• Regulatory requirements and industry records management best practices.
• Key business areas subject to document production requests.
• General business processes and awareness of integration of records management considerations in processes and systems.
• Training methodologies and techniques, learning styles and strategies.
• Information management lifecycle concepts.
• Taxonomy, file organization plans, and content management schemas and systems, including SharePoint.
• Records management theories, best practices, procedures, and operations specific to government records.
• Use of Rational Governance enterprise software.
• Use of Microsoft applications including SharePoint, Word, Excel, PowerPoint, and additional software.
• Work in a pressured, deadline driven environment with significant regulatory and compliance requirements.
• Ability to streamline and improve processes associated with document/content and records management.

SELECTION PROCESS & INTERVIEW SCHEDULE (tentative schedule):

1. A minimum qualification evaluation of education, training, and experience of submitted application packets will take place by Human Resources the week of January 4, 2026.
   
   
2. A Subject Matter Expert (SME) Panel will perform an evaluation of experience and training taken from your employment application materials including any responses to the supplemental questionnaire.
   
   
3. Candidates who successfully passed the SME evaluation will move on to first-round interviews on January 28, 2026. A select number of candidates will then be invited to an in-person panel interview soon after.

About us:

At the Port of Portland, we use everything we have - our three airports, three working marine terminals, six business parks, and all the resources, expertise, and experience behind them - to move with purpose, connecting people with powerful opportunities and creating value for our region. We know that every person we hire, business we work with, contract we sign and decision we make is a chance to make someone's life better. And we'll use our power and influence to unlock new opportunities and ensure more people share in our region's success. With YOUR help - together with our partners, customers, and community - we'll help drive meaningful change!

Do you have questions about this job?

Contact us: careers@portofportland.com

Safety: The Port promotes safety as a Core value and we seek to eliminate harm through a culture of active prevention, curiosity, evaluation, and action. We comply with safety and health policies and procedures and consistently look for improvements that support operational excellence.

Equal Opportunity Employer: The Port of Portland is dedicated to maintaining and improving a work environment, which extends equal opportunity to all individuals, regardless of their race, color, sex, age, religion, national origin, marital status, veteran status, disability or sexual orientation. Employment decisions shall be made in such a manner as to further the principle of equal employment opportunity and to comply with state, federal and local laws. We affirm through this policy statement our continuing commitment to the principles of nondiscrimination.

Veterans Preference: Under Oregon law, qualified veterans may be eligible for veterans' preference when applying for Port of Portland positions. If you are a veteran and would like to be considered for a veteran's preference for this job, please provide the qualifying documents as instructed during the application process.

Background Checks and Drug Testing: The Port of Portland will conduct background checks and/or drug tests for positions where such tests are required by regulation and for other safety-sensitive positions.

ADA Accommodation: Accommodations will be considered for applicants or candidates with a qualifying disability that prevents them from participating in this process. Accommodations will be made where the Port can reasonably do so without imposing an undue hardship on the business or compromising the integrity of the recruitment process. An applicant with any disability who believes that they need an accommodation should contact Human Resources: call 503-415-6690 or email careers@portofportland.com.