What are the responsibilities and job description for the Records Management Specialist (U) position at City of San Bernardino?
Exciting Opportunity for Professional Growth!
Are you looking for an opportunity to grow and advance your career? Join the City of San Bernardino’s City Clerk’s Office as a Records Management Specialist (U)!
About the Position:The City Clerk’s Office is seeking a Records Management Specialist to assist with managing California Public Records Act (CPRA) requests. In this role, you will be responsible for preparing response notifications, scheduling and overseeing record reviews, and answering questions related to CPRA requirements and City policies. You will play a key part in ensuring public access to records and supporting the City Clerk’s efforts in maintaining transparency and compliance with public records laws.
Good Judgment: Strong problem-solving skills and the ability to make sound decisions.
Records Management Expertise: Knowledge of CPRA and other laws governing the maintenance, retention, and disclosure of records.
People Skills: A welcoming, professional, and customer-focused approach.
Technical Proficiency: Experience using Microsoft 365 (Word, Excel, Outlook, Teams) for scheduling, document creation, and project management.
This recruitment will be used to establish an eligibility list for future vacancies. The position is unclassified and serves at the will of the appointing authority per Municipal Code 2.04.030.
Essential FunctionsEssential functions, as defined under the Americans with Disabilities Act, may include the following representative duties, knowledge, and skills. Duties and responsibilities may include, but are not limited to:
The Records Division consists of three key functions:
Records Management
California Public Records Act (CPRA) Compliance
Subpoenas/Summonses
Receives, logs, and processes all CPRA requests promptly and in compliance with legal requirements.
Reviews requests to determine the appropriate response, identifies record sources, and coordinates document retrieval across relevant departments.
Gathers necessary documents and information, reviews responsive records for redactions and exemptions, and ensures timely assembly and submission of responses.
Prepares and submits response notifications, schedules record review appointments, and oversees public record access.
Provides guidance on City policies, CPRA requirements, and request closures.
Coordinates with departments to obtain documents, clarify requests, and assist both internal staff and the public.
Maintains and monitors the public records tracking system to ensure timely responses and compliance.
Trains City employees on the use of the public records tracking system and serves as a subject matter expert.
Works closely with the City Attorney to ensure compliance on complex CPRA requests.
Processes all summonses and subpoenas promptly and in accordance with legal requirements.
Reviews requests, identifies record sources, and coordinates document retrieval from relevant departments.
Gathers necessary documents, reviews for redactions and exemptions, and ensures timely assembly and submission of responses.
Assists with preparing subpoena-related documents, including research and retrieval of claim-related records.
Notifies the City Attorney and City Clerk of urgent claims, summonses, or subpoenas requiring immediate action.
Responds to information requests from courts, attorneys, defendants, and other entities in compliance with department policies.
Works closely with the City Attorney to ensure legal compliance on discovery-related items.
Provides administrative and clerical support for the department.
Serves as a backup to the City Clerk, including preparing City Council meeting agendas and attending meetings as needed.
Knowledge of:
- Principles, practices, methods, and techniques of document and records management.
- CPRA and other local, state, and federal laws governing document retention, release, and maintenance.
- Procedures and methods for document preservation.
Computer systems, database structures, and software used in records management.
Document storage and retrieval technologies.
Standard office practices, procedures, and equipment.
Developing and managing a centralized records program to ensure legal compliance.
Operating computers, document imaging equipment, and relevant software.
Analyzing records management challenges, developing solutions, and improving procedures.
Organizing work, setting priorities, and meeting records management needs.
Evaluating CPRA requests and ensuring legally compliant document release.
Exercising sound judgment within established guidelines.
Classifying, indexing, processing, filing, and retrieving records.
Handling cash transactions accurately.
Preparing clear and accurate reports and correspondence.
Communicating effectively, both verbally and in writing.
Establishing and maintaining professional relationships.
Providing excellent customer service to both the public and internal staff.
Taking direction and working collaboratively as needed.
For more detailed information on this position, please visit the job description.
Education and Experience: Possession of a High School Diploma, G.E.D., or equivalent, supplemented by coursework in records management.AND
three (3) years of progressively responsible experience in developing and maintaining filing and records systems, preferably involving the operations of computer-based document management systems; or an equivalent combination of education, training, and experience.
Licenses, Certifications, and Equipment:
A valid State driver’s license is required.
Ability to obtain certification as a U.S. Passport Acceptance Agent preferred.
Physical Requirements and Work Environment: Employees work under typical office conditions, and the noise level is usually quiet. Occasionally staff may be required to work in dark and dusty conditions. While performing the duties of this job, employees are regularly required to sit, walk, and stand; talk or hear, both in person and by telephone; use hands repetitively to manipulate, handle, feel, or operate standard office equipment, reach with hands and arms; and lift up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.
** All dates are subject to change at the discretion of the personnel officer**
To apply, submit a completed job application along with your responses to the Supplemental Questionnaire. Your responses should thoroughly describe your professional experience and qualifications. Resumes will not be accepted in lieu of the application or supplemental materials.
Application ReviewMinimum Qualifications
Completion of the Supplemental Questionnaire
The supplemental questionnaire will be used to assess your qualifications and may impact your status or rank on the eligible list. Applications that are incomplete or missing required materials will not be considered.
Examination ProcessAn oral examination is tentatively scheduled for the week of April 14, 2025.
AccommodationsThe City of San Bernardino is committed to providing reasonable accommodations for qualified applicants with disabilities, whether physical or mental. If you require accommodations during the assessment process, please contact the Human Resources Department in writing before the recruitment closing date. For assistance, call 909-384-5104 or email fernandez_li@sbcity.org.
Eligibility ListSuccessful candidates will be placed on an eligibility list. Highly qualified candidates will be referred to the appointing authority for further consideration. Candidates advancing in the selection process will receive instructions and updates via email.
Department InterviewsActual hiring depends on success in the departmental selection process.
Pre-Employment ProcessThe pre-employment process may include:
Pre-employment medical exam, including a drug test
LiveScan fingerprinting (criminal history check with the California Department of Justice and the FBI)
Employment/professional reference check
Verification of educational credentials, degrees, licenses, and certifications, including a valid driver’s license
Salary : $58,764 - $71,433
