Rules Coordinator (Operations & Policy Analyst 1)

State of Oregon•Salem, OR

5d•$5,057 - $7,722•Hybrid

About The Position

In this role you will oversee administrative rulemaking for the Elections Division. Serving as the Rules Coordinator, you will work with program experts to update and implement administrative rules and manage external stakeholder engagement throughout the rulemaking process. Additionally, you will coordinate the Elections Division's records management program and serve as the Division public records officer.

Requirements

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; OR Any combination of experience or education equivalent to three years technical-level experience that typically supports the knowledge and skill requirements listed for the classification.
Submit a copy of all transcripts no later than interview to receive credit for college degrees or coursework.
Credits must be from an accredited college or university.
Transcripts must include name, coursework and indicate that a degree was obtained.
On-line transcripts are acceptable for application.
A copy of official transcripts will be required at time of hire.

Nice To Haves

Exceptional organizational skills and systems-thinking
Strong analytical and compliance-oriented judgment
Clear and concise communication abilities
Relationship and cross-team collaboration skills
Process design and continuous improvement mindset
Adaptability in an ever-changing environment
Experience with government rule making and/or government public records requests.

Responsibilities

Work closely with Division staff to identify and update administrative rules, serving as the go-to expert who guides staff through timelines, requirements, and best practices.
Review rule drafts for compliance, track progress to ensure deadlines are met, and communicate filings to the Archives Division and Elections Division leadership.
Conduct public hearings, gather and organize feedback, support rulemaking advisory committees, and keep all rulemaking files, comments, and revision histories well-maintained and accessible.
Coordinate Rules Advisory Committee (RAC) activities, provide clear information to members, prepare annual rulemaking reports, and submit final materials to Elections management, the legislature, and the Archives Division.
Serve as the Division’s Public Records Officer, receiving and tracking incoming public record requests and coordinating with staff to gather responsive records.
Ensure every response is complete, timely, and fully compliant with Oregon Public Records Laws, preparing clear and formal communications for the public that meet statutory and agency standards.
Document processes, create guidance materials, and help staff understand records management expectations so practices are consistent across the Division.
Serve as the Division’s records officer, maintaining and improving systems that keep all digital and paper records compliant with state record retention requirements.
Coordinate retention schedules, work closely with the Oregon State Archives when updates are needed, and help staff prepare select records for transfer to the State Records Center, ensuring everything meets packing and storage standards.
Guide staff through records-management questions, train them on retention practices, and keep internal policies current and accurate.
Oversee updates to the Division’s retention schedule and destruction log, making sure records are organized, accessible, and managed consistently across the entire Division.

Benefits

paid time off
12 holidays
3 personal days
short and long term disability benefits
comprehensive employee benefits
choice of medical plans
vision plan
life insurance
child care flexible spending account
employee assistance program
Pension plan
deferred comp
flexible spending accounts for healthcare and dependent care
employee recognition events
agency unique employee recognition program allowing for additional leave options such as vacation buy-out and sick leave roll-over