Records Specialist – Part Time

Under general supervision, scans a variety of City documents and vital records into imaging system; maintains imaging system; conducts records research; performs other related duties as assigned. This is a part time position. This is an “at-will” position.

Examples of Duties:

The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the class.

Organizes and scans official documents and vital records into the Electronic Imaging System for archiving, including agendas, agenda items, agreements, contracts, leases, and weekly City Manager updates. Provides imaging support and maintains scanning equipment; coordinates pick-up and return of documents for scanning purposes.

Conducts quality control inspection of scanned documents and imaging index fields to identify mis-scans and documents that are not fully legible. Researches and retrieves information for records requests for staff and the public according to guidelines; reviews and processes public records requests, including the receipt and distribution of subpoenaed records. Copies documents for use by requesting parties. Files coded and other items; maintains chronological files; may maintain Law Library. Assists in providing backup coverage for reception desk; responds to telephone and counter inquiries by staff and public. Assembles, organizes, and distributes agenda books and packets for City Council and Planning Commission meetings. Proofreads departmentally generated documents prior to their distribution and posting. Attends Department on Technical Committee and Imaging Committee meetings; reports information to department staff; may serve on other special committees. Provides back-up coverage for Administrative Secretary in setting up Council Chambers for upcoming meetings, as well as restoring Chambers and filing unused documents.

Indexes, files, and maintains confidential City Attorney Opinions, as needed. May assist in reviewing and evaluating Requests For Proposals for imaging consultant services and the interviewing and selection of consultants.

Typical Qualifications:

Knowledge of:

Proper English grammar, spelling, and punctuation; electronic document management applications; municipal government processes and procedures; applicable federal, state, and local laws of disclosure, including Public Records Act; records management practices.

Ability to:

Operate standard office equipment and utilize common business software programs; maintain confidentiality of materials, vital records, and other information; organize and prioritize tasks to meet deadlines; maintain professional composure in dealing with hostile individuals; communicate effectively with general public, public officials, staff and others contacted through the course of work; exercise diplomacy and courtesy in dealing with others; communicate effectively, orally and in writing; train staff members on the use of imaging systems and information retrieval; follow policies and procedures with minimal supervision.

Licenses; Certificates; Special Requirements:

A valid Class C California driver’s license and the ability to maintain insurability under the City’s Vehicle Insurance Policy.

Education/Training/Experience:

A typical way of obtaining the knowledge, skills and abilities outlined above is graduation from high school or a G.E.D. equivalent; or an equivalent combination of training and experience.

Certified Records Manager (CRM) or equivalent designation is desirable.

Supplemental Information:

The physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands

While performing the duties of this job, the employee is regularly required to use hands to finger, handle, feel or operate objects, tools, or controls and reach with hands and arms. The employee is required to frequently sit and occasionally walk and stand to access work areas and files; stoop, kneel, or crouch to access or place records or files; lift and carry records and documents, typically weighing less than 20 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.

Mental Demands

While performing the duties of this class, the employee must be able to use written and oral communication skills; read and interpret data, information and documents; interpret policies and procedures; use math and mathematical reasoning; learn and apply new information or new skills; work under deadlines with constant interruptions; and interact with City staff, other organizations and the public; occasionally required to deal with applicants and employees in conflict situations.