Oregon Department Of Human Services (Odhs) Enterprise Records Policy Analyst (Operation & Policy Analyst 3/Multiple Positions)

Initial Posting Date:

06/18/2024

Application Deadline:

07/09/2024

Agency:

Department of Human Services

Salary Range:

$6,257 - $9,226

Position Type:

Employee

Position Title:

Oregon Department of Human Services (ODHS) Enterprise Records Policy Analyst (Operation & Policy Analyst 3/Multiple Positions)

Job Description:

We are proud to be an Equal Opportunity Employer. We are actively working to build an equitable agency with the Equity North Star as our guide toward our vision of an agency free of racism, discrimination and bias. We believe that teams in which everyone can show up as their full authentic self are key to creating a thriving workforce that can better serve communities. We welcome members of historically underrepresented racial/ethnic groups, women, individuals with disabilities, veterans, LGBTQIA2S+ community members, and others to apply.

If want to you drive impact through collaboration and strategically analyze and shape policy, this position is for you!

We are hiring two Oregon Department of Human Services (ODHS) Enterprise Records Policy Analyst (Operations & Policy Analyst 3) to join our Office of Imaging and Records Management Services (IRMS) team. In this position, you will ensure agency-wide records management compliance for the Oregon Health Authority (OHA) and Shared Services by analyzing and interpreting policy, supporting legislative coordination services, and developing policy in relation to state records management proceedings and processes. Apply today!

Want to know more about the job?

Join us during our informational session! We're hosting a virtual information session for all interested applicants to discuss the scope and job duties.

Topic: RMU Enterprise Records Analyst Info Session

Date: Wednesday, June 26, 2024

Time: 10:00 a.m. to 11:00 a.m. Pacific Daylight Time (PDT)

Microsoft Teams

Join the meeting now

Meeting ID: 296 480 877 429

Passcode: XpmNof

Dial in by phone

+1 971-277-2343,,345303646# United States, Portland

Find a local number

Phone conference ID: 345 303 646#

Oregon Department of Human Services (ODHS), A place to belong and make a difference!

• When you join the ODHS, you join a community of over 10,000 employees dedicated to serving and helping Oregonians achieve wellbeing and independence through opportunities that protect, empower, respect choice, and preserve dignity.

• Connect with ODHS Employee Resource Groups (ERGs) and find a place to belong, build community and participate in shared learning. ERGs are employee-driven committees that support each other as well as the ODHS' overall mission and vision.

• We are committed to building an antiracist and equitable agency. Equity is foundational to our role as a human services agency and we are committed to integrating equity into all we do. The Equity North Star has four points that explain the agency's goals related to equity, inclusion, and racial justice.

• We know that life is unpredictable and ODHS cares about keeping you well. Enjoy a work-life balance, 11 paid holidays a year, flexible work schedules, and competitive benefits packages including health, dental, vision and much more!

What you need to qualify

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; and four years professional-level evaluative, analytical and planning work.

OR

Any combination of experience and education equivalent to seven years of experience that typically supports the knowledge and skills for the classification.

Essential attributes

We are looking for candidates with:

• Wide-Spread Government Communications: Strong strategic communication skills and a deep understanding of public relations, policy advocacy, and government relations. Ability to execute outreach and large-scale communication strategies that effectively engage collaborative partners within ODHS and OHA. Proficiency in crafting clear, compelling messages, and utilizing various communication channels to maximize communication and collaboration.

• Government Policy Writing, Development, and Implementation: Effective policy development and policy writing skills, with a demonstrated ability to draft clear, comprehensive, and actionable policies. Ability to conduct thorough research, gathering relevant data, and collaborating to ensure policies are well-informed and effective.

• Bill Tracking, and Legislative Process Understanding: Keen understanding of legislative processes and the ability to monitor and analyze legislative developments. Ability to track progress of bills and assess their potential impact on the enterprise. Proficiency in using legislative tracking tools and databases, as well as in preparing concise, accurate reports and updates for internal and external audiences.

• Cultural Intelligence: Ability to intentionally and meaningfully consider and be agile to diverse cultural identities, exhibit empathy, respect, and openness towards people from different backgrounds, enabling seamless collaboration and fostering an inclusive work environment. Ability to demonstrate a commitment to lifelong learning about various cultures and perspectives, enhancing capacity to communicate and work effectively in the workplace.

• Development of Psychologically Safe Environments: A commitment to fostering trust, respect, belonging and open communication among team members. Should possess strong interpersonal skills, including emotional intelligence and self-reflection of how they show up in spaces, to ensure all employees feel valued and supported in expressing their thoughts and ideas without fear of judgment.

• Web-Based Collaboration, Computer and Systems Understanding: Skills and knowledge of computer systems like web-based collaboration and document management platform (SharePoint, G-Suite, Dropbox Business, etc.) M365 environments, Outlook email, File Explorer, and understanding of records management software systems.

Please be sure to clearly describe how you meet these attributes within your application materials. These attributes will be used to determine which candidates will be selected to move forward in the process.

Your duties at a glance

Imaging and Records Management Services (IRMS) is part of the Department of Human Services Shared Services Section. Shared Services includes a number of administrative offices and support functions that serve ODHS and the Oregon Health Authority (OHA). In addition to IRMS, Shared Services is also responsible for Facilities, Communications, Contracts, Human Resources, and Financial Services. IRMS provides support in program integrity efforts at the department by contributing to the processing of various ODHS and OHA documents and supporting overall records management compliance with the agency.

As an (ODHS) Enterprise Records Policy Analyst, you will:

• Manage research studies developed, conducted, and completed by the IRMS team that evaluate OHA policy and operations related to records management, Public Records Law, and records management compliance.

• Notify agency within communication channels (OHA Newsletter, SharePoint Sites, etc.) of the outcomes of studies and presents findings to programs.

• Formulate, develop, and revise policy.

• Design operational systems approved by internal ISMC process information governance team, Business Engagement Services, and Office of Information Service (OIS) to support policy direction in relation to records management for OHA. Ensures agency electronic systems are compliant with records management.

• Advise OHA and Shared Services executive leadership and managers on records management issues, including compliance risks, liability risks, and policy options.

• Write and revise internal policy to mitigate operational, reputational, and litigation risk relevant for every program and division regarding OHA records management compliance, public records, and policies.

• Research and analyze current trends in records management related to agency operations, formulation of policies, and suggested legislative changes to OHA and Records Management Unit philosophy or changes in practice.

• Manage and coordinate agency legislative tracking systems of significant size and complexity to monitor records management related legislation and program changes that could impact records management compliance within OHA.

• Advise and support OHA programs/divisions/centers compliance and walks through the impact of legislation with records management changes related to the program.

• Write reports with the internal Government Relations team outlining the impact of legislative proposals on OHA operations.

• Monitor federal and state legislation to evaluate for impact to OHA records management processes and plans needed changes in operations and procedures accordingly.

• Develop new information about records management under study and establishes criteria to identify and measure OHA effectiveness.

• Develop methods to improve OHA records management operations.

• Analyze data (such as professional standards and best practices, existing systems and databases), evaluates findings, and recommends internal policy and suggests appropriate operational changes regarding records management.

• Collaborate with information system staff to automate business processes.

• Testify before legislative committees.

• Research and prepare background information on legislative proposals for use by executive leadership.

• Recommend OHA positions on legislation related to records management and Public Records Law.

• Point person for advising on records management compliance for records housed within the counties that belong to state agencies.

• Coordinate, communicate, and relay information on legal and litigation holds related to records to the Public Records Unit, and legal unit staff.

• Be an active member of NAGARA (National Association of Government Archives and Records Administrators) to stay well-informed on the latest records management information and updated on records management practices locally, regionally, and globally.

Working conditions

• While this position is based in Salem, the selected candidate will have the ability to work remotely anywhere within the United States of America. If you decide to come into the Salem, Oregon office location, we have drop-in stations.

• Your schedule may be flexible working a 4x10 work week or work 8hours within the hours of 6am-6pm.

• If you decide to come into the office, work is performed in a fast-paced, open landscaped, office environment with frequent interruptions and interactions with many people (including members of the public, partners, and staff at all levels of the unit, division, and section.

• This position is required to work on multiple tasks simultaneously, sometimes within short time frames and to handle rapidly changing priorities and deadlines.

• You may travel occasionally for developmental opportunities, trainings, conferences, and business needs.

• Must have the ability to work in a production environment with constant interruptions and be able to manage multiple tasks simultaneously when necessary.

Application instructions & requirements

Your work history profile or resume are the perfect opportunity to highlight your interest in the position and demonstrate your skills, lived and/or work experience that shows you are an excellent candidate for the position.

• Please upload a resume or complete the work history profile. Note: Your resume and cover letter may be uploaded in the Resume/CV field on the online application.

• Current State of Oregon employees: Apply via your employee Workday account.

• If you are not a current State of Oregon employee, view this application instructional video.

• After you submit your application, you will have additional tasks to complete in Workday. Please continue to check your Workday account throughout the recruitment process.

Additional requirements

• Finalists for this position will be subject to a computerized criminal history and abuse check. Adverse background information will be reviewed and could result in withdrawal of a conditional job offer or termination of employment.

• The Oregon Department of Human Services does not offer visa sponsorship. Within three days of hire, you will be required to complete the US Department of Homeland Security's I-9 form confirming authorization to work in the United States. ODHS will use E-Verify to confirm that you are authorized to work in the United States.

Helpful information

• This position is a Management Service non-supervisory position and is not represented by a union.

• This recruitment may be used to fill future vacancies.

• Have questions about Workday, and want some tips on understanding the state application process? Check out our Oregon job opportunities page.

• If you need an accommodation under the Americans with Disabilities Act (ADA), have questions or need assistance with the application process or have questions about the job duties or application process, please contact, Marina.Nieblas@odhs.oregon.gov via email. Please be sure to include the job requisition number.