Records Specialist

• The Eligibility List will consist of both internal and external applicants who meet the qualifications and successfully complete any required selection processes.
• The hiring department has the discretion to consider internal applicants on the Eligibility List prior to considering external candidates on the Eligibility List.  
• The City of Ontario reserves the right, if necessary, to accept only the first one hundred (100) applications from applicants that meet the qualification guidelines below
• Completed applications will be reviewed and only qualified applicants whose qualifications best meet or exceed the requirements of the position and needs of the City will be invited to participate further in the selection process.

• Processes, indexes, files and retrieves official City documents, records and archives including ordinances, resolutions, contracts, bonds, agreements, deeds, insurance documents, and meeting minutes; reviews documents for legal and procedural accuracy.
• Researches and responds to authorized information requests from the public, businesses, outside agencies, and City staff; including all types of archived records, ordinances, codes, and policies.
• Posts, verifies and enters City records information into database; processes and audits documents and records inventory system to maintain and locate records.
• Operates a variety of electronic document imagining and micrographic equipment to store information; reviews quality of image and accuracy of indexing.
• May attend bid openings; receives, logs, opens and monitors bids; maintains custody of bid bonds.
• Compiles and maintains records for all City departments in a centralized records center and within the City's electronic record respository; prepares records for storage; shelves, retrieves, audits, and stores boxed records.
• Prepares and processes departmental logs, including the processing of City ordinances, resolutions, reports and bonds.
• Maintains and updates departmental reference materials; screens and directs department mail and phone calls.
• Prepares and edits general correspondence, memorandums and documents to the public,
  businesses, outside agencies, and other department representatives.
• Assists the Assistant City Clerk/Records Management Director with the preparation of City Council agendas in accordance with the Brown Act.
• Occasionally attend City Council Meetings .
• May assist with the training of temporary and volunteer staff.

• Basic records maintenance and retrieval, equipment, and operations. 
• Basic records management systems and practices.
• Standard administrative support practices, procedures, and equipment. 
• Customer service methods and communication techniques.
• Proficient knowledge Agenda Management System - Granicus.

• Understand and comply with applicable City ordinances and resolutions, state laws, and departmental policies and procedures.
• Prepare, organize, and maintain accurate and complete documentation and records. Maintain, query, and input data into database reporting systems.
• Research and compile records and information
• Identify filing, maintenance, and recording errors and discrepancies. Lift archival boxes and climb ladders.
• Maintain sensitive and confidential information.
• Operate computer using relevant word processing, spreadsheet, database, imaging and other software; entering and retrieving data with speed and accuracy.
• Interact and communicate effectively and professionally, both orally and in writing.
• Establish, maintain and foster positive, harmonious, and effective working relationships.
• Multi-task and reprioritize multiple assignments as needed while meeting deadlines. 
• Provide excellent customer service while effectively managing high-pressure situations with professionalism, composure, and efficiency.

Any combination of education and/or experience that provides the required knowledge, skills, and abilities to perform the essential functions of the position. A typical combination includes:

Education
Experience
Three years of administrative support experience, including records maintenance and filing.
 
Licenses
A valid Class C California driver's license and an acceptable driving record.  

Desirable

• Public agency experience with City Clerk's functions or in the records management field.
• Associate's degree from an accredited college or university, or currently enrolled in school.

How to Apply
Apply online by clicking on the "Apply" link at the top of this announcement. If this is the first time applying for a position using governmentjobs.com you will be prompted to create a new user account, otherwise log in with your user name and password. Your application and responses to any supplemental questions will be used to evaluate your qualifications for this position. It is suggested that your application include the following: 

• List any relevant experience and education that demonstrates that you qualify for the position.
• List all periods of employment for at least the past 10 years, beginning with your most recent or present employer (including, if applicable, all employment with the City of Ontario).
• Separately list each position held, including different positions with the same employer.

A resume may be attached to your application but will not substitute for the proper completion of your application. Applications that are not properly completed may be rejected.

NOTE: Transcripts from colleges, universities or technical schools outside of the United States must be assessed for U.S. equivalency by a NACES educational credential evaluation service. Failure to provide a transcript or credential evaluation report will result in your application being rejected and you will not be able to continue in the selection process for this position.

Application Process
Applicants are required to submit required certification(s) or other required documentation as outlined in the Qualifications Guideline section of this bulletin. Please use the attachment function found on the City's online application to attach copies of the requested certification(s) or other documentation. Failure to attach required certifications may result in the rejection of your application. Please contact the Human Resources Department if you have any questions regarding the application process.

Your application is the primary tool used to evaluate your job qualifications. It is important that your application show all the relevant education and experience you possess. List all periods of employment, beginning with your most recent or present employer (including, if applicable, all employment with the City of Ontario). List any experience that may help you to qualify for the position. List separately each position held, including different positions with the same employer. Resumes may be included but will not substitute for the employment history section. Failure to complete these sections may result in the rejection of your application.

Supplemental Question
To complete your application for this position you will be prompted to respond to supplemental questions. This information will be used as part of the application screening and selection process and is designed to help you present your qualifications for this position. This may include a selection step in which your application and supplemental questions are reviewed and scored by a panel of raters familiar with this position.

Incomplete responses, false statements, omission, or partial information may result in disqualification from the selection process. Your responses should be consistent with the information provided on your application.

Please provide succinct, concise, descriptive, and detailed information for each question. If you have no experience, write "no experience" for the appropriate question.

Email Notices
Email is the primary way that the Human Resources or Hiring Department will communicate with you. Please check your email account (including the SPAM folder) on a regular basis for any emails related to the application or selection process. Emails from the City of Ontario will come from "@ontarioca.gov" or "governmentjobs.com." If you change your email address after submitting your application please visit governmentjobs.com and update your profile.

Frequently Asked Questions
If you have any additional questions regarding the application process, please refer to our Frequently Asked Questions page.

Salary : $58,760 - $71,365