Records Management Specialist / Senior Records Management Specialist

• Experience managing a records management program for a public sector agency.
• Experience responding to public records requests.
• Project Management: Ensures projects are on-time, on-budget, and achieve objectives.
• Legal & Regulatory Navigation: Interprets and ensures compliance with records retention laws and the CA Public Records Act.
• Fact Finding: Obtains facts and data pertaining to an issue.
• Analyzing & Interpreting Data: Draws meaning and conclusions from quantitative or qualitative data.
• Decision Making: Choosing optimal course of action in a timely manner.
• Attention to Detail: Shows a high level of care and thoroughness in handling the details of the work.
• Self-Management: Shows personal organization, self-discipline, and dependability.
• Reading Comprehension: When using written material, readily locates relevant details.
• Writing: Presents information clearly and in an organized and cogent manner.
• Using Technology: Finds ways to apply technology to tasks to increase speed, quality, or create new capabilities.

Records Management Specialist: This is the journey level classification that is responsible for independently performing para-professional duties in support of the District-wide records management program to ensure compliance with all legal requirements. Positions at this level exercise judgment and initiative in their assigned tasks, receive only occasional instruction or assistance as new or unusual situations arise and are fully aware of the operating procedures and policies of the work unit.

Senior Records Management Specialist: This is the advanced-level classification in the Records Management Specialist series. The Senior Records Management Specialist has primary responsibility for the on-going development, implementation, and enhancement of the District-wide records management program to ensure compliance with all legal requirements. Work is exercised with independent initiative, discretion, and judgment in matters related to work procedures and methods. Incumbents are expected to perform a full range of duties with minimal instruction or assistance. Work requires collaboration, creativity, diplomacy, resourcefulness, and autonomy to accomplish goals and objectives. This class is distinguished from the Records Management Specialist in that the former is not expected to function at the same skill level as the Senior Records Management Specialist and exercises less independent discretion and judgment.

• Develops, implements, and administers the District’s records management program in accordance with all legal requirements and policies and procedures adopted by the Board of Directors; researches and participates in the development and implementation of records retention schedule, policies, and procedures; provides records-related assistance and consultation to staff.
• Identifies, classifies, manages, and controls District records and information needs; coordinates disposition and storage of records including archives and historical documentation protection, preservation, and destruction; utilizes spreadsheets, databases, and/or software for maintaining information related to active, inactive, and destroyed records. 
• Manages the offsite storage vendor account, including records transfers, retrieval, and destruction activities.
• Prepares and coordinates the destruction of District records.
• Receives, reviews and monitors Public Records Act requests; justifies any non-disclosure and/or ensures redaction of any portions that are exempt for disclosure from the mandate of the Public Records Act; provides assistance to the public by helping them identify records and information relevant to the request; ensures timely response to all requests and communicates in writing with the requestor.
• Conducts records audits, surveys and inventories to ensure compliance with the District’s adopted Records Retention Schedule; works with staff, legal counsel, and consultants to update/amend the Records Retention Schedule, when needed.
• Develops, maintains, and updates records management related policies and procedures; works with staff to develop and implement processes to fully comply with all legal and records management requirements; assists in evaluating and recommending appropriate solutions to records management issues and problems.
• Analyzes both paper and electronic record keeping systems and recommends improvements; implements new systems and the use of emerging technologies and imaging systems.
• Coordinates filings to the California Fair Political Practices Commission (FPPC), such as Statement of Economic Interests (conflict of Interest) forms, Campaign Disclosure Statements for the Board of Directors and agency filers and other FPPC filings for the District as applicable; works with legal counsel to update/amend the Conflict-of-Interest Code resolution on a biennial basis.
• Completes and files Secretary of the State filings for the District and its Corporation.
• Provides staff support in the preparation, review, approval, and distribution of all District and departmental policies and procedures.
• Provides staff support in the preparation of Board policies (e.g., resolutions and ordinances) prior to their adoption by the Board; writes resolutions, ordinances, proclamations and staff reports, when needed; prepares and advertises notices of public hearings; posts and displays notices in accordance with legal requirements.
• Regularly attends Board and committee meetings for the Board of Directors; takes notes and records Board actions; reviews draft minutes and uploads the approved minutes on the website; substitutes for the District Secretary in her absence.
• Develops, implements, and provides District-wide training sessions on administrative and records management related topics, policies and procedures; conducts research and compiles a variety of information, as requested, by staff or other agencies; attends and participates in professional group meetings and conferences.
• Performs Notary Public services as needed.
• Performs a variety of general administrative support duties as required.
• Develops and monitors assigned budget account.
• Performs related duties as required.

Records Management Specialist

• Equivalent to the completion of the twelfth grade. An associate degree is desirable.

•  Three (3) years of progressively responsible records management experience, preferably in a public-sector agency.

Senior Records Management Specialist

•  Equivalent to a bachelor’s degree from an accredited college or university with major course work in business administration, public administration, or a related field.

•  Five (5) years of progressively responsible records management experience, preferably in a public-sector agency.

Certifications and Licenses:

• Certification as a Certified Records Manager (CRM) is highly desirable.

•  Possession of, or ability to obtain, Certification as a Notary Public from the State of California within one year of hire is required.

•  Valid class “C” California Driver’s License and a satisfactory driving record.

Knowledge: 

• Operations, services, and activities of a records management program; records management principles, practices, methods, and techniques; District functions; methods, techniques, and principles used in the preservation and maintenance of various materials; procedures and legal requirements necessary to maintain, archive, preserve, and protect records; principles, practices, and procedures of automated and manual records management, retrieval, and storage including micrographics, electronic imaging, automated information retrieval systems, and computer systems related to maintaining records.
• Principles and practices of file indexing and file systems; principles and practices used in the development of records retention schedules; electronic records issues and emerging technology solutions; principles and practices of archiving.
• Pertinent federal, state, and local laws, codes, and regulations including those relating to retention requirements for a wide variety of documents.
• Principles of business letter writing and basic report preparation.
• Principles and techniques for working with groups and fostering effective team interaction to ensure teamwork is conducted smoothly.
• Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and District staff.
• The structure and content of the English language, including the meaning and spelling of words, rules of composition and grammar.
• Modern equipment and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed.

Abilities: 

• Coordinate the District-wide records management program; recommend and implement goals, objectives, policies, and procedures for providing District-wide records management functions.
• Analyze records management problems, reach sound conclusions, and recommend improved procedures, equipment and facilities, exercise sound, independent judgment within established guidelines; stay abreast of new technologies used to automate records systems.
• Code, file, and retrieve a wide variety of materials under a complex, comprehensive records management system; provide information and organize material in compliance with laws, regulations, and policies.
• Prepare clear, concise, and comprehensive reports.
• Maintain sensitive and confidential information.
• Understand, interpret, and apply all pertinent laws, codes, regulations, policies and procedures, and standards relevant to work performed.
• Effectively represent the department and District in meetings with governmental agencies; community groups; various business, professional, and regulatory organizations; and in meetings with individuals.
• Independently organize work, set priorities, meet critical deadlines, and follow-up on assignments.
• Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines.
• Effectively use computer systems, software applications, and modern business equipment to perform a variety of work tasks.
• Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.
• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.

Salary : $85,656 - $118,092