Business Systems Analyst II
The City Attorney's office is seeking a Business Systems Analyst II to support the Legal Records Management Team. The Legal Records Management Team provides legal advice to City officials on public records requests, legal holds, e-discovery and other legal records management issues. The team handles legal issues related to public records and subpoenas; oversees the Citywide public records request software system (Currently GovQA); initiates and manages legal holds; provides legal records training to City employees; performs electronic records searches for elected officials; and supports e-discovery efforts office-wide.
The prompt, ethical and meticulous delivery of public records is a key function of government and ensures that jurisdictions operate in a transparent way. The City Attorney's office has been tasked with decreasing the amount of time it takes to fulfill public records requests and to decrease the cost to the requestor. The Business Systems Analyst's primary responsibility will be to perform searches of Citywide electronic records, primarily email and text messages, in response to public records requests and subpoenas.
The ideal candidate will be able to review public records requests written by diverse populations, translate those requests into meaningful search terms to craft searches to retrieve responsive, relevant records while minimizing non-responsive records. The candidate will be able to quickly and efficiently build appropriate queries using Boolean logic, Lucene Query Syntax, or other applicable search logic. The candidate will be able to provide ongoing support and administration of software systems and be able to maintain highly sensitive and confidential information and records. The candidate must pass a Level 2 background check with the Portland Police Bureau in order to have access to and conduct searches of records containing protected information.
Responsibilities:
- Review public records requests and subpoenas, translate requests into meaningful searches using Boolean logic, Lucene Query Syntax, or other applicable search logic that yield responsive records while minimizing non-responsive records;
- Perform Citywide searches of email, text messages, social media, and file systems using technology resources and tools in response to public records requests and subpoenas;
- Develop quality control protocols and perform quality control checks on search results;
- Administer and manage multiple third-party software tools including, but not limited to, GovQA, SMARSH, Digital Discovery Pro;
- Provide ongoing functional support for system applications, troubleshoot and resolve reported problems, track issues and document solutions;
- Collaborate with system vendors to identify and resolve technical issues; recommend changes and system updates;
- Answer system questions from the public and internal users via telephone and email;
- Develop and monitor reports for various technical and non-technical audiences;
- Identify trends in end user issues, recommend training and other solutions to improve user performance; consult with stakeholders on training materials; write and maintain training content;
- Conduct business process analysis; design and implement process improvements; and assist with implementation of new software tools and technology solutions.
About the City of Portland
Lauded as one of the best places to live in America, Portland is a city with a vibrant downtown, diverse neighborhoods, natural beauty, good schools and friendly people. Home to about 680,000 residents within 145 square miles, Portland maintains deep ties to the Pacific Northwest's natural beauty. Portland is listed among the top 25 arts destinations in the United States, named one of the best cycling cities in North America, and one of America's best walking towns. Mount Hood, the Cascade Mountain Range and the renowned Oregon Coast are all just over an hour away. There are 37,000 acres of parks and green spaces within the metropolitan area including the largest urban wilderness in the U.S.: the 5,000-acre Forest Park located within the city limits. Average temperatures range between 34° in winter to 80° in summer and Portland receives 37" of rain annually, less than Seattle, Houston, Baltimore, Boston and Atlanta.
Why work at the City of Portland?
The City of Portland workforce is culture- and solutions-driven, viewing every challenge as an opportunity to learn, improve, and share our expertise. We are committed to removing systemic barriers to resources, access, and opportunity. The City is a believer in ALL people and continues to actively recruit and retain diverse top talent every day. We offer a comprehensive benefits package, including but not limited to medical, dental, vision, basic life, short- and long-term disability coverage to eligible employees and their families. If you are open-minded, motivated, community-focused, and self-aware, please apply yourself at the City of Portland today.
TO QUALIFY:
The following minimum qualifications are required for this position:
- Knowledge of records management principles and processes, including electronic file systems and records retention schedules.
- Experience applying electronic records search techniques, methods, and procedures to retrieve responsive, relevant records while minimizing non-responsive records.
- Experience applying principles, practices, and techniques of systems analysis, and information technology and communications systems management, including installation, troubleshooting, upgrading, and problem resolution of software and other information systems.
- Experience communicating effectively with diverse technical and non-technical audiences, both verbally and in writing and present information and recommendations clearly and persuasively.
- Ability to apply analytic and problem-solving skills to develop sound, well-reasoned decisions, conclusions, and recommendations.
- Ability to establish and maintain effective working relationships with those contacted in the course of work; demonstrate tact, diplomacy, and patience, and gain cooperation through discussion and collaboration.
- Ability to maintain highly sensitive and confidential information and records.
Applicant must also pass a Level 2 background check.
THE RECRUITMENT PROCESS:
An evaluation of each applicant's training and experience, as demonstrated in their resume and cover letter, weighted 100%. Do not attach materials not requested. Only candidates who meet the minimum qualifications will be placed on the equally ranked eligible list. You have 14 days from the notice of the examination results to let us know if you disagree with your results. Please read the City of Portland Administrative Rule 3.01 for complete information. Additional evaluation may be required prior to establishment of the eligible list and/or final selection.
Job Posting: 9/9/19 - 9/23/19
Applications Reviewed: week of 9/23/19
Eligible List / Notices Generated: week of 9/30/19
1st Round of Interviews: week of 10/14/19
2nd Round of Interviews (if needed): 10/28/19
Job Offer: November 2019
*Timeline is approximate and subject to change
Applicant Instructions
Applicants must submit a professional résumé online and cover letter, specifically focused on your qualifications for this position as identified in the "To Qualify" section of this announcement in accordance with the following Application Instructions:
- Your résumé and cover letter will be the basis for our evaluation of your qualifications for this position. Incomplete or inappropriate information may result in disqualification.
- Your cover letter should include details describing your education, training and/or experience, and where obtained which clearly reflects your qualifications for each of the numbered items in the "To Qualify" section of this announcement.
- Your résumé should support the details described in your cover letter.
- If you are requesting Veteran's Preference, as identified below, please describe in your answers to the supplemental questions any transferable skills obtained during your military service and how they relate to each of the required minimum qualifications under the "To Qualify" section above.
All completed applications for this position must be submitted online no later than 11:59 pm, on the closing date of this recruitment. E-mailed and/or faxed applications will not be accepted.
Do not attach materials not requested.
ADDITIONAL INFORMATION:
Work Status: Non-citizen applicants must be authorized to work in the United States at the time of application.
Veterans' Preference: If you are requesting Veterans' Preference, attach a copy of your DD214/DD215 and/or Veterans Administration letter stating your disability to your profile, as well as checking the box identifying yourself as a Veteran. You must request Veterans' Preference AND include a copy of your documentation for each recruitment to which you apply. Veterans' Preference documentation must be submitted no later than 11:59 PM on the closing date of this recruitment.
ADA Accommodations: If you identify as a person with a disability and would like to request a reasonable accommodation when applying for this job, please contact the Recruiter below for assistance.
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.
Questions?
John DiGrazia, Senior Recruiter
Bureau of Human Resources
(503) 823-4034
An Equal Opportunity/Affirmative Action Employer