Project Technician, Records Management

City of Santa Clarita    Santa Clarita, CA
Job Description
This position performs technical, administrative, and clerical functions in support of the Clerk and Contract Services division. Primary responsibilities for this position include the coordination of the City s decentralized records management program, including maintaining and updating retention schedules, policies, and procedures for records management, imaging, and vital records protection and preservation, retrieval, and disposition activities in accordance with legal requirements and modern records management principles; processing subpoenas and public records requests; assisting with agenda-related functions; and acting as liaison between departments and the division regarding program-related functions.

Duties and Responsibilities:
  • Coordinates and oversees the City s records management program; includes the use of records management software and document imaging systems and training staff; reviews and updates retention schedules; prepares and monitors annual disposition of City records; develops and applies records management best practices
  • Meets with City staff to define retrieval needs and parameters; assists and trains users in the imaging system; scans, indexes, OCRs, and quality controls documents
  • Manages Citywide offsite records storage system, including records filing and retrieval and assisting with internal and offsite audits for legal retention requirements
  • Acts as the administrator and assigns staff access rights for records management programs
  • Researches records requests from staff and public; reviews and prepares subpoena responses
  • Maintains a variety of records and databases and prepares or assists in the preparation of reports and memos
  • Provides assistance with the preparation of public meeting agendas, including compiling, copying, and distribution
  • Performs a variety of complex administrative functions, including researching data and providing support with budget matters
  • Provides a high level of customer service, including answering calls, assisting customers, and serving as back-up support to the public counter
  • Maintains current knowledge of laws, trends, and innovations in the records management field; reads publications relevant to records management
  • Participates in professional development activities related to obtaining certification in records management or related field
Education and Experience: • High School Diploma or GED equivalent
  • Three years of experience performing administrative and technical support, preferably in municipal government, or related experience
  • A Bachelor s degree in Public Administration or a related field is desirable
  • Experience with records management practices and methods is highly desirable
  • Familiarity with the California Public Records Act and the Brown Act is desirable
  • Certified Records Manager or related professional certification, or willingness to pursue, is desirable
  • Any combination of education and experience that has provided the knowledge, skills, and abilities necessary will be considered
  • Possession of a valid Class C California driver s license
Knowledge and Abilities: • Knowledge of principles, practices, and procedures of automated and manual records management, retrieval, and storage, including micrographics, electronic imaging, automated information retrieval systems, and computer systems related to maintaining municipal records
  • Strong knowledge of pertinent federal, state, and local laws, codes, and regulations, including those relating to retention requirements for a wide variety of documents, including the principles and practices used in the development of records retention schedules
  • Knowledge of records-related software
  • Ability to observe, identify, and problem solve operations and procedures as they relate to the functional area
  • Ability to independently perform a variety of technical duties, including research, compilation, and report development in support of the City s records management program
  • Strong written communication skills and knowledge of principles of basic business letter writing and report preparation
  • Strong verbal communication skills and the ability to communicate clearly and concisely
  • Ability to prepare, read, understand, and review documents for accuracy and relevant information
  • Ability to maintain accurate records and files
  • Ability to exhibit a high level of organizational skills, including the ability to handle multiple interruptions and prioritize and follow-up on work assignments
  • Ability to provide excellent customer service both internally and externally
  • Ability to maintain confidentiality of sensitive information and data
  • Strong interpersonal skills and the ability to build and maintain collaborative working relationships with staff members throughout the organization
  • Ability to work effectively both independently and as a member of a team
  • Ability to conduct oneself ethically and professionally
  • Ability to lift, drag, and push files, paper, documents, and event supplies weighing up to 25 pounds

Tue, 14 Jan 2020 01:25:51 GMT

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