Portland Community College | Portland, Oregon

Records Coordinator

• Title: Records Coordinator
• Class: Academic Professional
• Exempt Status: Exempt
• Level: 3

Nature and Scope of Work

Under the direction of the Purchasing Manager, the Records Coordinator acts as the resource person for technical and complex inquiries and information requests relating to the College’s records management program.  Duties include planning, research, development, implementation, and coordination for an integrated records management program.

The incumbent is expected to function independently in accordance with College and State statutory requirements, subject only to minimal general direction and review. This position will interact with a diverse group of individuals and organizations including College administrators, faculty, staff and other public agencies and officials.

Principal Accountabilities

1. Plans and coordinates the development and implementation of a uniform system of records management and document retrieval for the College.  Assists College personnel with design, analysis, specification development and disposition of records.
2. Plans and coordinates the development and implementation of a vital records recovery plan to ensure essential records protection and retrieval.  Coordinates or supports the College business recovery planning process and its implementation.  Supports related procedures and requirements associated with risk management, data security, public safety, public relations and financial issues.
3. Examines and reviews current programs of other public agencies that have developed effective and credible records program models that the College could cost-effectively utilize.  Develops new or improves existing programs that comply with the law and achieve desired results.
4. Responds to inquiries regarding records program policies, procedures and services; provides publications, forms and information; ensures that College departments are served properly and in accordance with public records laws, rules, and regulations.
5. Implements procedures and security of archival records and materials; guides College department personnel to other resources for records, publications and information.
6. Develops and provides training to College staff on forms and records management programs implemented and how they can assist with achieving the desired program results.
7. Processes Public Records Requests and prepares responses for review and distribution.
8. Provides day-to-day implementation of effective customer service.  Assignments are structured to encourage the development of professional judgment and to learn the full range and scope of records management functions conducted by the College.
9. Collects utilization data and prepares clear and concise reports as required.
10. Plans and coordinates committees with the College to achieve maximum efficiency in forms and records management programs.
11. Performs other related duties as assigned.

Work Environment

Work is performed in a standard office environment.  Exposure to video display terminals occurs on a varied frequency.

Physical Requirements

Learned physical skill is required to perform keyboarding.  No special coordination beyond that used for normal mobility and handling of everyday objects and materials is need to perform the job satisfactorily.

Minimum Qualifications

Bachelor’s degree from a four-year college or university with a major in Records Management, Public or Business Administration or a closely related field.  An additional four years of relevant experience may be substituted for the degree requirement. Four years of increasingly responsible professional level experience with records management in a large public institution is required.

Other equivalent combination of education and experience will be considered.

Knowledge, Skills, and Abilities

Knowledge of:

• Considerable knowledge of records management principles, procedures and current practices.
• Knowledge of State of Oregon record keeping requirements and other statutory and legal requirements regarding records management.
• Current trends in information technology pertaining to security, retention and destruction of various forms of physical and electronic records.
• Knowledge of computerized record keeping systems.

Skills in:

• Skill in the use of computers, spreadsheet and other computer software programs.
• Skill in interpreting and applying laws, regulations and standards.

Ability to:

• Ability to analyze record keeping systems, security and access controls and facilities; identify issues and areas of improvement and recommend policy changes, systems and equipment to address them.
• Ability to exercise independent judgment and make decisions with minimal direction and guidance.
• Ability to gain respect and confidence; negotiate effectively, build consensus and achieve cooperative efforts toward mutual goals.
• Ability to communicate clearly and concisely, both orally and in writing.
• Ability to plan, organize, set priorities and accomplish tasks with minimal supervision.
• Ability to establish and maintain good working relationships with administrators, faculty, staff, and other public agencies and officials.

Reviewed: 12/2018

• New: 10/2006