CIty Clerk Records Specialist

Salary : $69,900.00 - $93,684.00 Annually

Location : Rialto, CA

Job Type : Full-Time

Job Number : 24-074

Department : CITY CLERK ADMINISTRATION

Opening Date : 12 / 04 / 2024

Closing Date : 1 / 31 / 2025 11 : 59 PM Pacific

Classification Definition

DEFINITION

Under general supervision, the City Clerk Records Specialist plans, directs, and oversees the development, implementation, and maintenance of the City's comprehensive records and information management program and filing system; coordinate records management activities for the City Clerk's Office; provide public access to records in accordance with state laws; and to perform a variety of administrative duties relative to assigned area of responsibility.

SUPERVISION RECEIVED AND EXERCISED

Receives general supervision from the Deputy City Clerk.

Essential Duties and Responsiblities

Essential and other important responsibilities and duties may include, but are not limited to, the following :

Essential Functions :

• Performs a variety of technical and administrative duties in support of the City's central records maintenance and retrieval programs; receives requests from citizens and City personnel for assistance on imaging systems and Internet services; provides passport processing and notary services.
• Manages the Citywide centralized records management program; implements and ensures compliance with policies and procedures related to the creation, receipt, classification, maintenance and storage, destruction and disposal of all records, documents and related information.
• Coordinates the use and maintenance of the City's document imaging system; prepares documents for scanning; examines scanned documents for quality; duplicates as needed; contacts vendors as needed.
• Coordinates records management and document retrieval activities; develops effective filing and record keeping methods.
• Maintains the City's Public Records Webpage; coordinates materials to be placed on the webpage; ensures programming and linking services are obtained; updates as needed.
• Develops policies and procedures for records management services; develops related forms and documents; updates policy manual as needed.
• Provides assistance to City staff regarding records management and document retrieval; ensure department services are provided with exceptional customer service and the highest level of ethical standards.
• Prepares correspondence and documents including letters, memoranda, reports and summaries, reviews for accuracy and compliance with City standards and format.
• Coordinates the destruction of unneeded records according to established City Records Management policy; inventories and reviews records and documentation on a periodic basis; updates and verifies the records retention schedule.
• Coordinates the operations of the central records repository; maintains related database.

Minimum Qualifications

Experience and Training Guidelines : Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be :

Experience :

Two years of municipal records management or information systems program support experience. Hands-On experience with managing OnBase (records management) and OneMeeting (agenda management) programs is highly desirable.

Public Agency experience is highly desirable.

Training :

High school diploma or equivalent supplemented by college-level course work in computer science, records management or a related field.

Licenses and Certifications :

Possession of, and ability to maintain, a valid California driver's license. Possession of, or ability to obtain within two years of appointment, a Certified Records Manager Credential offered by the Institute of Certified Records Managers. Possess or obtain ARMA Education and Certificate Programs.

Knowledge of :

Ability to :

Supplemental Information

Environmental Conditions :

Work is performed primarily in a standard office setting with some travel to different sites; some exposure to dust and debris from old paper documents; incumbents may be required to work extended hours including evenings and weekends.

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 in relation to central records repository; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; and to verbally communicate to exchange information.

Application Procedure :

A City application form and supplemental questionnaire (if applicable) MUST be submitted and received by the closing date. Please apply online at www.yourrialto.com. All other employment inquiries can be directed to The City of Rialto, Human Resources and Risk Management Department. 246 S. Willow, Rialto, CA 92376. Telephone : (909) 820-2540.

Selection Process :

Candidates must clearly demonstrate through their application material that they meet the employment standards outlined above. All properly completed applications will be reviewed, and the most appropriately qualified individuals will be invited to continue in the selection process. Examinations for the positions may consist of any combination of written, performance, and oral exams to evaluate the applicant's skills, training, and experience for the position. Successful applicants will be placed on an eligibility list. The City may also merge lists. The selected candidate(s) must successfully complete pre-employment clearances which may include a physical, drug screen, and fingerprinting.

This benefits overview is a summary and is not to be considered all-inclusive or applicable to all employees.

THE PROVISIONS OF THIS BULLETIN DO NOT CONSTITUTE AN EXPRESSED OR IMPLIED CONTRACT. ANY PROVISION IN THIS BULLETIN MAY BE MODIFIED OR REVOKED WITHOUT NOTICE.

RETIREMENT

The California Public Employees' Pension Reform Act (PEPRA), which took effect in January 2013, changes the way CalPERS retirement and health benefits are applied, and places compensation limits on members. The greatest impact is felt by new CalPERS members.

As defined by the PEPRA, a new member includes :

All members who don't fall into the definitions above are considered classic members. Classic members will retain the existing benefit enrollment levels for future service with the same employer.

According to the Rialto City Employees Association (RCEA) Memorandum of Understanding, in addition to the monthly salary, the City offers :

CAFETERIA PLAN The City's Contribution to the Cafeteria Plan to go towards the employee's contributions for health, vision, and dental insurance premiums will be one thousand eight hundred dollars ($1,800) per month. Employees hired on or after 11 / 14 / 2018 shall be provided one thousand eight hundred dollars ($1,800) per month, but there shall be no cash back to the employee for any amount not used. Opt out for new hire employees (on or after 11 / 14 / 2018) shall be limited to a $200 per month for not electing City medical insurance.

LIFE INSURANCE provides a $75,000 double indemnity policy for employee plus dependent coverage ($10,000 for spouse and $5,000 dependent children).

MERIT RAISES may be received in the form of salary increases seven times within or in six years with the attainment of satisfactory work performance.

BILINGUAL PAY is paid at the rate of $100 per period for employees who successfully pass the bilingual proficiency examination for Spanish.

EDUCATIONAL INCENTIVE An employee who has completed the probationary period and has attained college degrees will receive an increase to their pay as follows :

Associate's Degree : Three percent (3%) of base salary

Bachelor's Degree : Five percent (5%) of base salary

Master's Degree : Seven point five percent (7.5%) of base salary

Please note, these educational incentives are not cumulative.

TUITION REIMBURSEMENT Employees can receive up to $2,500 per fiscal year.

VACATION is earned at the biweekly rate of six (6) hours for the first through fourth years.

SICK LEAVE is accumulated at the rate of 4.62 hours per period (120 hours per year) with no maximum amount of accumulation.

SPORTS CENTER Employees, employees' spouses, retirees, and retirees' spouses shall be allowed free use of the Rialto Fitness Center during normal operating hours as long as the City has managerial control of the facility. Employees, employees' spouses, retirees, and retirees' spouses shall adhere to the same regulations regarding reservations and the use and care of the facilities as the general public.

DEFERRED COMPENSATION is available to those employees who wish to supplement their retirement income. Money may be deducted from their checks and placed in a security plan without paying taxes on the amount until it is withdrawn. Employees with 5-9 years of City service the City contributes $300 / month on the employee's behalf. Employees with 10 years of City service the City contributes $600 / month on the employee's behalf.

EMERGENCY SERVICE : All City employees are required to perform assigned Emergency Service duties in the event of an emergency or disaster.

Do you have two years of municipal records management or information systems program support experience?

How many years of experience do you have using OnBase or OneMeeting softwares?

Do you have any public sector / government agency experience?

Required Question

Salary : $69,900 - $93,684