Systems Administrator – Records and Information Management

About the Information Services Department

The Information Services Department is at the core of ensuring the City’s technology drives efficiency, accessibility, and collaboration. We partner with all City departments to improve processes, optimize data management, and implement governance strategies that empower employees to work smarter and serve our community effectively.

About the Role

This is a newly created position designed to establish structure and governance for how the City manages its growing volume of unstructured data. As a Systems Administrator, you will be instrumental in implementing the Records and Information Management Strategic Plan, defining technical governance for Microsoft SharePoint Online, Teams, and OneDrive, and working with City departments to design, configure, and optimize their SharePoint environments to meet operational needs.

This role is a blend of technical administration, problem-solving, and strategic implementation, ensuring that our digital information is organized, accessible, and secure.

What You’ll Be Doing

As part of the Systems Development Team, you will:

• Governance & Strategy Implementation – Lead efforts to implement governance policies from the Strategic Plan, ensuring best practices for information organization and security.
• System Administration & Support – Configure, maintain, and troubleshoot Microsoft SharePoint Online, Teams, and OneDrive environments.
• Collaboration & Department Support – Work with City departments to design and implement SharePoint environments tailored to their needs.
• Technical Problem-Solving – Identify and resolve system issues, optimize performance, and provide technical support.
• Process & Data Management – Establish standards for structuring unstructured data, manage user permissions, and enhance data accessibility.
• Training & Documentation – Develop user guides, conduct training sessions, and create technical documentation.
• Project Collaboration – Partner with cross-functional teams to implement IT initiatives and ensure the City maximizes its investment in digital records management.
• Vendor Coordination – Engage with external vendors for system enhancements, troubleshooting, and technical solutions.

Current & Upcoming Projects

You’ll play a key role in shaping the City’s digital future by contributing to major initiatives, including:

• Implementing the Records and Information Management Strategic Plan – Modernizing the City’s approach to digital records governance and compliance.
• Establishing Technical Governance for SharePoint, Teams, and OneDrive – Defining standards, permissions, and best practices for secure and efficient information management.
• Enhancing Post-Migration Collaboration Tools – Improving usability and functionality following the City’s migration from on-premise SharePoint to SharePoint Online.
• Supporting Data Collection & Reporting Enhancements – Working with the Systems Development Team to streamline reporting and analytics using Power BI.

Acceptable Experience and Training

Education: Associate’s degree in Computer Science or a closely related field and three years of experience related to the area of assignment. An equivalent combination of education and experience may be considered.

Technical Expertise:

• Experience supporting and configuring Microsoft SharePoint Online, Teams, and OneDrive or similar collaboration platforms.
• Strong problem-solving skills with the ability to troubleshoot and optimize system performance and user access.
• Experience managing unstructured data and implementing governance frameworks for digital records, information security, and knowledge management purposes.

Licensing & Certifications:

This position requires:

• A valid Driver’s License and a safe driving record.
• The ability to pass an extensive background investigation.
• Law Enforcement Data System (LEDS) Certification.

Preferred Qualifications:

• Scripting & Development: Experience using PowerShell, React, Python, JavaScript, or HTML for system customization.
• Records & Information Management Knowledge: Familiarity with compliance requirements, user permissions, and governance strategies in an enterprise setting.

For the full job classification details, visit: Information Services Administrator

Additional Information

Why Join Us?

• Make a Lasting Impact: Be a key player in implementing the records and information management governance and polices within SharePoint, Teams, and One Drive.
• Collaborative & Innovative Team: Work with a team that values knowledge-sharing, problem-solving, and efficiency.
• Professional Growth: Gain experience in enterprise-wide system administration and strategic governance.
• Work-Life Balance: Enjoy a flexible, supportive work environment with excellent benefits.
• Comprehensive Benefits: Employer-sponsored medical, dental, and vision coverage for you and your family.
• Financial Security: Access to PERS/OPSRP retirement plans, a Deferred Compensation program with employer matching, and life insurance.
• Health & Wellness: Membership at Hillsboro Community Centers, participation in Healthy Hillsboro wellness programs, and access to an Employee Assistance Program (EAP).
• Commuter Benefits: A TriMet Annual Pass to support your daily commute.

Additional information regarding employee benefits can be found here: Salary, Benefits, and Employee Resources

Tentative Recruitment Timeline*

Application open period: March 14 – March 23, 2025

Application reviews complete: April 11, 2025 

First round (phone) interviews: April 17-22, 2025

Second round (virtual) interviews: April 28-29, 2025

Third round (in-person) interviews: May (pending) 2025

Selection and Offer: May 2025

• This schedule is subject to change based on City of Hillsboro needs.

Hiring a workforce that reflects the diverse community we serve is essential to delivering exceptional City services and programs. The City of Hillsboro is committed to creating and supporting an inclusive and welcoming environment for all employees to thrive. We value, respect, and empower employees as unique individuals with authentic voices and diverse ideas.

City of Hillsboro is proud to offer robust benefit packages to employees. Please check out our Salary and Benefits page for benefit guides for our non-represented full-time employees and part-time employees. Benefits may vary for positions identified in Police, Fire, and Library collective bargaining agreements, which can also be found on the Salary and Benefits page.

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