Senior Records Specialist

Title: Senior Records Specialist

Salary

See Position Description

Location 

Suite 700, OR

Job Type

Non-Union Limited Term

Job Number

25-00087

Department

Engineering & Construction

Division

Planning & Policy

Job Description:

Join our team! We are seeking a Senior Records Specialist in the Engineering + Construction Division. In this role, you will take the lead in records management and governance ensuring proper documentation retention. You will be responsible for the collection, organization, and data entry of critical project records, oversight of records governance practices. You will also support the development and maintenance of technical manuals and update training materials with process updates to support continuous improvement across the division. 

This is an excellent opportunity to bring your expertise in organization, analytics, and communication skills to the Program Management department.

This role requires being onsite a minimum of three (3) days per week. 

Ensure a commitment to safety through consistent and professional behaviors in performance of job requirements. Safety is a fundamental value that guides all aspects of our work.  Perform related duties as required.     

Serve as a good steward of TriMet and maintain a strong and current understanding of customers’ experiences and of TriMet’s product and service offerings.

Reliable in-person attendance is an essential function of all positions. TriMet is an in-person first organization, with a strong emphasis on in-person collaboration, customer service, and safe and efficient operations. Some positions may be able to work up to two days remotely depending on department policy, business needs, and manager discretion.

Forbes Magazine recently ranked TriMet as one of the top five places to work in Oregon! TriMet is ranked the number one Oregon-based employer in the state, as well as the top “Transportation and Logistics” employer in the state. 

Essential Functions

1. Provide records management guidance and support for department employees.
2. Assist with implementation of new or revised methods, procedures and/or controls to improve records governance and document control within the department, adhering to agency-set standards. Maintain detailed documentation of document control processes.
3. Inform staff on records retention requirements and schedules. Ensure that the disposition of records for semi-active/inactive storage, destruction or transfer to the archives occurs on a regular basis; coordinate the inventory, storage, retention and disposition of records stored at the agency's off-site storage facility.
4. Assist with digitization of paper documents and other physical media, as well as data entry. Assist with relocation of all records, materials, and related files to the approved network file structure/location.
5. Collect and organize documentation including reports, dashboards, records, manuals and other support materials.
6. Update manuals and documents with current best practices and processes.
7. Update TriNet with department or divisional updates, materials and processes.
8. Assist in records research efforts related to event, personnel investigations or other information requests.

Position Requirements

A minimum of a H.S. Diploma/G.E.D. is required, with a bachelor's degree in public administration, business administration, library science, archive management, records and information management or legal studies being preferred.

Four (4) years of total credited experience.*
Two (2) years of records and information management, computer science, library services, or document management/control are required.

The following certifications are preferred:
-Certification as RRA (Registered Records Administrator)

-Certification as Certified Records Analyst (CRA)

-Certification as Certified Records Manager (CRM)

Or any equivalent combination of experience and training.*

The amount of credit a candidate receives for prior years of experience is based on the relevancy of that experience to the required or preferred prerequisites of the job description. Experience is prorated based on hours worked. LRHR assigns and validates the "credited experience".

Selection Criteria

Type of Position / Grade / FLSA
Grade 9, Non-Exempt, Non-Union, Full-Time.

Salary Range
Minimum: $25.92/hr
Maximum: $38.89/hr

Salary offers will be determined by a candidate’s education, training and relevant experience. Any final offer of employment will fall within the range stated above.  For transparency, we choose to list the full available grade range, however, TriMet’s salary administration process will ultimately determine the final salary offered.

Supplemental Information
Make sure you describe in detail how your education, training and work experience fit with this role. You are encouraged to attach a resume, cover letter, training certificates and/or letters of recommendation with your application. You are permitted five attachments of less than 5MB each.

Internal applicants: Information in your personnel file will not be used in lieu of information requested on your application. Incomplete applications will not be considered.

If you are a qualified veteran and would like to apply for veterans' preference points, you will need to reflect your status on the application and attach supporting documentation at the time of application submission.

TriMet is an equal opportunity employer, committed to developing an organization that is reflective of and sensitive to the needs of the diverse community we serve, including veterans, the elderly, and individuals with disabilities.

ADA Statement
As applied to the workplace, applicants and employees must be qualified to perform the essential functions of the job with or without reasonable accommodation. Essential functions may include required job functions performed infrequently as well as production standards related to the quality and quantity of work.

If a person with a disability could meet job qualifications with a reasonable accommodation, TriMet will work with the employee to accommodate the need. If TriMet's accommodation is effective in allowing the employee to perform the essential functions of the job, it need not be the employee's preferred accommodation.