Records Specialist

Description

CLASS TITLE: Records Specialist

DEFINITION: Under the direction of the Assistant to the City Manager or his/her designee, performs various clerical and secretarial duties to relieve the supervisor of administrative and clerical detail; coordinates the flow of communications, correspondence, and information in support of assigned functions activities.

SUPERVISION RECEIVED AND EXERCISED: Receives direction from the Assistant to the City Manager or his/her designee.

EDUCATION & EXPERIENCE AND LICENSE: Any combination equivalent to: High School Graduate (GED) and two years of clerical or secretarial experience involving frequent public contact. Class C driver’s license with an acceptable driving record.

• Certification in Records Management (CRM) or similar professional certification desired.
• High School diploma or equivalent required; Associate degree desired
• Minimum of two years of experience in records management or a related field.
• Proven experience in developing and implementing records management policies and procedures.
• Proficiency in using records management software and databases, including digitization processes and best practices.
• Excellent organizational and time management skills, with the ability to manage multiple priorities and deadlines.
• Experience in handling all types of sensitive and confidential information.
• Experience handling public records requests and ensuring compliance with relevant laws and regulations.
  
  

Examples of Duties

EXAMPLES OF ESSENTIAL DUTIES AND RESPONSIBILITIES: Essential functions, as defined under the Americans with Disabilities Act, may include tasks, knowledge, skills, and other characteristics. The following list is not comprehensive; it is intended to provide a representative summary of the primary duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-specific tasks to address business/organizational needs and changing business/organizational practices:

• Perform various clerical and secretarial duties to relieve the supervisor of administrative and clerical detail; assure smooth and efficient office operations; coordinate communications and information flow to support assigned functions and activities.
• Serve as the secretary to the assigned supervisor; provide communication services; receive screen, and route telephone calls; take, retrieve, and relay messages as needed; schedule and arrange appointments, conferences, meetings, and other events.
• Manage and oversee the organization, maintenance, and retrieval of records, ensuring compliance with applicable regulations and standards.
• Develop and implement records management policies and procedures, including retaining and disposing of records.
• Conduct audits and assessments of records systems to ensure accuracy and efficiency.
• Train and support staff on records management best practices and using records management systems.
• Monitor and ensure the security and confidentiality of records, particularly sensitive and proprietary information.
• Coordinate with other departments and agencies to facilitate access to records and information sharing.
• Maintain and update records databases, ensuring data integrity and accessibility.
• Generate reports and statistics on records management activities and present findings to management.
• Stay current with records management technology and practices developments, and recommend improvements to existing systems.
• Supervise and mentor junior records clerks and other staff involved in records management activities.
• Coordinate and oversee the digitization of physical records to improve accessibility and efficiency.
• Handle public records requests under relevant laws and regulations.
• Provide support during internal and external audits by preparing and organizing required documentation.
• Performs other related duties as assigned.
  
  

Knowledge, Skills, And Abilities To

• Excellent analytical skills and problem-solving abilities.
• Knowledge of records management principles and standards, including legal and regulatory requirements.
• Modern office practices, procedures, and equipment.
• Policies and objectives if assigned programs and activities.
• General terminology, practices, and procedures of assigned office.
• Record-keeping and filing techniques.
• Business letter and report writing, editing, and proofreading.
• Telephone techniques and etiquette.
• Correct English usage, grammar, spelling, punctuation, and vocabulary.
• Principals and practices of data processing.
• Interpersonal skills, such as tact, patience, and courtesy.
• Operation of a computer and assigned software.
• Oral and written communication skills.
• Methods of collecting and organizing data and information.
• Mathematic calculations.
• Ability to coordinate the flow of communications, correspondence, and information.
• Ability to ensure smooth and efficient office operations.
• Ability to answer phones and greet the public courteously.
• Ability to complete work with many interruptions.
• Ability to compile and verify data and prepare reports.
• Ability to maintain a variety of records, logs, and files.
• Ability to utilize a computer to input data, maintain automated records, and generate computerized reports.
• Ability to establish and maintain cooperative and effective working relationships with others.
• Ability to meet schedules and timelines.
• Ability to work independently with little direction.
• Ability to communicate effectively both orally and in writing.
  
  

Typical Qualifications

EDUCATION & EXPERIENCE AND LICENSE: Any combination equivalent to: High School Graduate (GED) and two years of clerical or secretarial experience involving frequent public contact. Class C driver’s license with an acceptable driving record.

• Certification in Records Management (CRM) or similar professional certification desired.
• High School diploma or equivalent required; Associates degree desired
• Minimum of two years of experience in records management or a related field.
• Proven experience in developing and implementing records management policies and procedures.
• Proficiency in using records management software and databases including digitization processes and best practices.
• Excellent organizational and time management skills, with the ability to manage multiple priorities and deadlines.
• Experience in handling all types of sensitive and confidential information.
• Experience handling public records requests and ensuring compliance with relevant laws and regulations.
  
  

Supplemental Information

Physical Requirements And Working Conditions

Work is performed in an office environment and may require occasional travel to offsite facilities. Job duties involve sitting, standing, and walking for prolonged or intermittent periods, as well as reaching, bending, and twisting at the waist to perform desk work and operate general office equipment, including a personal computer and keyboard, for prolonged or intermittent periods. The operation of a personal computer also requires finger and wrist dexterity and the ability to withstand exposure to vibration, pitch, and glare from the computer. Will be required to speak and participate in internal and public meetings. Additionally, the position requires near vision in reading correspondence and statistical data. Acute hearing is required when providing phone and personal service. The noise level in the work environment is usually low. Employees must safely lift and carry books, files, and reports weighing up to 25 pounds. Files and reports must be lifted from the countertops or file drawers.

Some of these requirements may be accommodated for otherwise qualified individuals requiring and requesting such accommodations.

Disaster Service Workers

Under California Government Code Sections 3100 - 3109, public employees are designated disaster service workers. The term "public employees" includes all persons employed by the state or any county, city, state agency, or public district. Disaster service workers must participate in such disaster service activities as they may be assigned to them by their employer or law. The employees working for the City of Brawley take this responsibility seriously. Disaster plans are continuously being evaluated, drills are scheduled, and employees engage in training where they practice executing emergency support services.

The above job description is intended to represent only the key areas of responsibility; specific position assignments will vary depending on the department's business needs.

We offer a complete benefits package to full-time employees including health care, dental, vision, retirement, deferred compensation plans, flexible spending accounts, life insurance, short-term disability, holidays, vacation, and sick leave.

Part-time employees benefits include bi-weekly earned sick leave at a rate of 1 (one) hour for every 30 (thirty) hours worked with a maximum accrual of 48hours.

To learn more details, visit our Benefits page.