District Recorder at Oak Lodge Water Services Authority – Oak Grove, Oregon

Join Our Team as a District Recorder!

Oak Lodge Water Services (OLWS) is seeking a detail-oriented, organized, and collaborative professional to serve as our next District Recorder. This is a key administrative role supporting our Board of Directors and ensuring compliance with Oregon public meeting and records laws.

About the Role

The District Recorder manages OLWS’s records and archives, prepares and coordinates Board and Budget Committee meetings, creates agenda packets, records meeting minutes, and serves as the custodian of the District’s public records. This position also supports Human Resources with confidential projects and serves as the District’s Elections Officer.

• Serve as records custodian by administering, developing, and implementing a agency-wide records management program, including overseeing the OWLS records management policy, maintaining records management guidelines and procedures for staff, reviewing and updating the retention schedule and working with staff to maintain an inventory of records.
• Manages all records and archives on all formats including electronic and paper; develops and implements policies and procedures for data retrievals, re-files, and destructions of records.
• Prepares, plans, and budgets required resources for records management program; identifies and projects current and future needs in records storage, document conversion, and records and information management activities.
• Provides education and guidance to staff based on Oregon Administrative Rules (OAR) for records management.
• Assists the Human Resources Manager in developing a records management orientation for existing staff and new employees.
• Provides support to HR by taking notes for collective bargaining negotiations and work on other confidential files as necessary.
• Maintains an agency wide disaster recovery program for vital records.
• Responds to public records requests and public inquiries and complaints.
• Provide public records to citizens, staff, civic organizations, news media, and other public agencies in compliance with Oregon Public Records Law.
• Provides confidential assistance to Human Resources Manager, other managers, and the Board of Directors as directed by the General Manager.
• Update an orientation program for new Board and Budget Committee Members as needed.
• Develops systems and processes for Board of Director’s correspondence and communications.
• Serves as Elections Officer for the OLWS, providing information to incumbent and prospective Board Members, serving as liaison to Clackamas County Elections.
• Maintains and indexes files including but not limited to intergovernmental agreements, governing and public meeting records, as well as other related documentation.
• Coordinates and attends Board of Directors meetings and Budget Committee meetings, joint meetings and retreats, drafts staff reports and resolutions, assembling and coordinating the agenda packets, preparing public notices in compliance with applicable open meeting laws, preparing meeting rooms, coordinating catering, providing the Board of Director’s and attendees with agenda packets, preparing written and audio recordings of meetings, summarizing actions taken at meetings and preparing minutes for posting to the District’s website.
• Administer Records related software (Laserfiche, Docusign, agenda management).
• Serve as Oregon Notary Public.
• Perform other related duties as assigned.

1. Possession of a valid Oregon driver’s license
2. Certified Records Manager or Certified Municipal Clerk preferred.
3. Oregon Notary Public or ability to qualify as a notary public within 30 days.

Knowledge of:

• Records management principles and quality control methods, laws and regulations, practices and principles governing public records.
• State archive record-keeping requirements and other statutory and legal regulations regarding records management.
• ANSI/AIIM standards related to records and information management, records center operations, archival requirements, and preservation needs.
• Current trends in information technology affecting records and information management; and monitoring techniques.
• Laws and regulations governing public meetings and public notices.
• Laws and regulations governing special districts, special district boards and special district elections.
• Proper minute taking techniques.
• Board policies, procedures, and rules.
• Basic computer operations, Microsoft Office, and other records related software.

Ability to:

• Use general office equipment.
• Recognize and keep sensitive information confidential.
• Perform effectively in an independent or team environment.
• Manage records and information in any format, in accordance with applicable statutes, regulations and OLWS policy, guidance and records retention schedule.

Skill to:

• Effectively administers a comprehensive records management program and learn and apply a variety of computer software programs.
• Analyze information, prepare reports, and make recommendations.
• Communicate effectively, both orally and in writing and establish and maintain effective working relationships with District employees and representatives from other organizations.