RECORDS OFFICER

Records Officer

Have you considered building your career at one of Southwest Washington’s premier employers? 

At the Port of Vancouver, USA, you’ll be part of the dynamic team that makes us a vital link in global trade. As an economic engine, our work supports 20,000 local jobs. As a convenient hub of marine, rail, and highway transportation, we’ve been successfully moving cargo for more than a century. Our Terminal 1 redevelopment is helping transform Vancouver’s waterfront. 

There’s a reason the Port of Vancouver, USA has been one of the most storied employers for 113 years and counting. Beyond offering a meaningful career and competitive salaries, the port provides unmatched benefits and work-life balance. We offer generous vacation, the potential for flexible work hours (including work from home), great health and dental care and a VEBA to help with health-related expenses, and more. We value teamwork, creativity, and customer service – and we center our organization on being a rewarding and inclusive place to work. 

The Records Officer coordinates the Port’s Records Management and Public Disclosure programs, ensuring compliant, efficient, and secure handling of all official records across digital and physical media. This role leads the organization, retention, retrieval, and archiving of records; administers public records requests; and supports departments in maintaining consistent records practices. The position develops and maintains procedures, provides staff training, monitors program performance, and ensures alignment with legal requirements and state retention schedules. It also preserves the Port’s institutional history and provides cross‑trained administrative support as needed.

We seek a professional, knowledgeable, Records Officer for a regular, full-time position. The essential responsibilities for the Records Officer may include, but are not limited to, the following:

• Administers the Port’s Records Management Program, ensuring compliant filing, storage, digitization, archiving, and retrieval in alignment with legal requirements and state retention schedules.
• Serves as the Port’s Public Records Officer and administrator for all official Port records, both current and historical, across all media, preserving institutional history and ensuring proper custody.
• Maintains effective systems for organizing, indexing, and retrieving both active and archived records.
• Supports consistent records practices across departments, including coordinating the organization and transfer of records within SharePoint.
• Conducts research and reference support for Commissioners, leadership, staff, and legal counsel.
• Responds to public records requests in compliance with the Washington State Public Records Act (RCW 42.56), coordinating with legal and departmental staff to ensure timely, accurate responses.
• Identifies issues and recommends improvements to retention, retrieval, and compliance practices.
• Updates and maintains records-related procedures within emergency preparedness plans.
• Develops and maintains standardized procedures, desk manuals, indexes, and inventory tracking systems, ensuring alignment with retention schedules and training materials.
• Provides training to staff and Commissioners on records management, public disclosure requirements, and best practices, including cross‑training to ensure continuity.
• Monitors program performance, tracks compliance, prepares reports, and supports leadership in identifying key metrics and areas for improvement.
• Stays current on trends and best practices in records management, public records, and archival standards.
• Provides cross‑trained administrative support as part of the administrative pool.
• Performs routine, repetitive tasks for extended periods and works effectively in an open office/reception environment.
• Actively supports the Port’s mission and vision and demonstrates values consistently.
• Works effectively as a team player with all Port employees.
• Performs other duties as assigned.

The duties above are illustrative and not an exhaustive list. Additional responsibilities may be assigned, and duties may change as organizational needs evolve.

Qualifications:

Education: Associates degree or equivalent from an accredited college or university in records administration, business or public administration, or equivalent. 

Experience: Three (3) years of experience in records coordination for a public entity or related field. Equivalent education and experience may be qualifying. Two (2) years of progressively responsible records management experience. Working knowledge of Washington State laws including Washington State Public Records Act (PRA), and rules of procedure related to records management and public disclosure. Public sector experience preferred.

License/Certification: 

Required Skills/Abilities:

Communication Skills: Strong verbal and written communication abilities, with effective listening skills and the ability to communicate clearly at all organizational levels. Able to draft professional correspondence and handle confidential or sensitive information with discretion. Ability to read, write, understand and communicate clearly in English. Confident in delivering training to individuals and groups.

Organizational Skills: Proven ability to prioritize and manage multiple competing tasks, balance short‑ and long‑term needs, and adapt to changing priorities. Skilled in developing and maintaining well‑documented filing and information management systems.

Attention to Detail: Capable of managing complex, detailed information with a high degree of accuracy and thoroughness.

Customer Service: Provides professional, courteous, and responsive service; builds cooperative working relationships; and effectively supports staff and management needs.

Problem‑Solving Skills: Demonstrated ability to analyze issues, evaluate information objectively, interpret instructions in various formats, and make sound independent decisions.

Computer Skills: Advanced proficiency with Microsoft Office and SharePoint, with working knowledge of Adobe Acrobat and Photoshop.

Physical Requirements/Environment:

The requirements described above are representative of the physical and mental capabilities that must be met by an employee to perform the essential functions of this position. Reasonable accommodation may be provided to enable individuals with disabilities to perform the essential functions of this job. Equal Opportunity Employer.

If you are interested in this position, please click the apply button.

If you have any questions or concerns, please submit them to jobs@portvanusa.com

The posting will remain open until March 15, 2026.

The Port of Vancouver provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, or genetics. In addition to federal law requirements, the Port of Vancouver complies with applicable state and local laws governing nondiscrimination in employment.

Salary Range: $67,497 - $99,724 annually