Departmental Records Coordinator

The City of Anaheim Office of the City Clerk seeks a Departmental Records Coordinator.  The Records Coordinator has the functional responsibility for the records management of centralized active and inactive records.  Working with the City Attorney's office, the Records Coordinator works with personnel from City departments to administer the City's numerous contracts.  Duties also include assisting departments in the application of record management policies, procedures and techniques, including working knowledge of filing systems, indexing, central records storage, retrieval, and disposition of records.
 
 Candidates must possess experience in performing extensive, responsible clerical work involving a moderately difficult coding or filing system or records management system.  Prior experience with municipal government public records management is highly desired.

Below are the main duties of a Departmental Records Coordinator. You can review the full job description by clicking on this link.

• Implement a strategic records management plan for assigned department including records retention and disposition schedules; conducts the accurate and efficient retrieval and destruction of department-wide records, both on-site and through off-site vendor.

• Log, review, process, and distribute contracts and agreements, including assigning numerical coding, verifying all contract and execution requirements, and electronic and hard-copy storage.

• Log, review, and process City Deeds for execution, distribution and filing; including recordation of city related documents utilizing the County of Orange's government to government recording software.

• Interpret and apply knowledge of federal, state, and local laws, codes, and regulations relevant to municipal records keeping, retention, destruction, and the rules impacting departmental records.

• Organize, locate, and maintain official reports, plans, documents, and contracts for the department; maintain the department's electronic database of records.

• Assist with administration of electronic document management system (EDMS) including creating users, assigning licenses and security rights, and making recommendations regarding folder structures, indexing, and retrieval of electronic records.

• Compile and research records for internal and external customers including those in response to Public Records Act requests and subpoenas within legal response periods.

• Conduct records management training to ensure accurate and efficient processing of departmental records.

• Participate in the preparation and administration of the records management program budget for the assigned department; submit budget recommendations; monitor expenditures.

• Perform related duties as required.

Experience: Performing extensive, responsible clerical work involving a moderately difficult coding or filing system or records management system.
  
Knowledge: Operations, services, and activities of a records management program; procedures and legal requirements necessary to maintain, archive, preserve, and protect municipal records; principles, practices, and procedures of automated and manual records management, retrieval, and storage including micrographics, electronic imaging, automated information retrieval systems, and computer applications and capabilities for use in records and document management programs; procedures, techniques, and methods of document preservation; principles and practices used in the development and implementation of classification systems; principles and practices used in the development and implementation of records retention schedules; principles of training; basic principles and practices of budget preparation and administration; principles of business letter writing and basic report preparation; office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases; pertinent federal, state, and local laws, codes, and regulations including those pertaining to retention requirements for a variety of documents.
  
Ability: Coordinate a records management program for an assigned department; supervise, organize, and review the work of assigned staff involved in records management; train and evaluate staff; recommend and implement goals, objectives, policies, and procedures for providing records management services and activities; understand the organization and operation of the organization and of outside agencies as necessary to assume assigned responsibilities; understand, interpret, and apply general and specific administrative and departmental policies and procedures as well as applicable federal, state, and local policies, laws, and regulations; implement and maintain a uniform classification filing system; appraise the value of and legal requirements of City documents for retention purposes; stay abreast of new technologies used to automate systems; develop and present effective training; provide information and organize material in compliance with laws, regulations, and policies; understand legal concepts of document discovery and production of records in response to Public Records Act requests and legal subpoenas; participate in the preparation and administration of assigned budgets; plan and organize work to meet changing priorities and deadlines; effectively represent the assigned program area to outside individuals and agencies to accomplish the goals and objectives of the unit; work cooperatively with other departments, City officials, and outside agencies; respond tactfully, clearly, concisely, and appropriately to inquiries from the public, staff, or other agencies on sensitive issues in area of responsibility; communicate clearly and concisely, both orally and in writing; and establish and maintain effective working relationships with those contacted in the course of work.
  
License/Certification Required: Possession of, or ability to obtain, a Certified Records Analyst or Certified Records Manager's Credential offered by the Institute of Certified Records Managers (ICRM) is desirable. Some work assignments may require possession of a valid California Class C driver's license. 

Environment/Working Conditions

Physical Conditions: Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; and to verbally communicate to exchange information.

IMPORTANT APPLICATION INFORMATION AND INSTRUCTIONS

Applications will be accepted until Tuesday, April 29, 2025, at 5:00PM.  Applicants are encouraged to apply early.  Applications will not be accepted after this deadline.

The selection process may include, but is not limited to, an oral interview and a skills assessment.
 

Candidates must be specific and complete in describing their qualifications for this position. Failure to state all pertinent information may lead to elimination from consideration. Stating "See Resume" is not an acceptable substitute for a completed application.  

The successful candidate will be required to undergo a reference / background check (to include a conviction record) and pass a post-offer pre-employment medical examination (which will include a drug/alcohol screening).  The City of Anaheim utilizes E-Verify and new employees must provide documentation to establish both identity and work authorization.

Communication regarding your application and/or status will be sent to the email address listed on your application.  Please check your email regularly throughout the recruitment process as you will not receive communications by any other method.

Salary : $54,933 - $70,117