Records Manager

 

• Managing records management, document imaging, and electronic records systems
• Developing, implementing, and administering records retention schedules and records disposition programs
• Overseeing off-site records storage facilities and archival collections
• Preserving historical records and applying archival best practices for paper and electronic records
• Coordinating document scanning, imaging, microfilm conversion, and digital preservation projects
• Training staff on records management policies, document imaging software, and records retrieval procedures
• Supervising staff, assigning work, evaluating performance, and improving operational workflows
• Responding to Public Records Act requests, litigation support requests, and historical research inquiries
• Interpreting and applying records management laws, confidentiality requirements, and records retention regulations
• Managing records databases, inventory systems, and document indexing processes
• Coordinating records management projects and vendor services
• Demonstrating exceptional attention to detail while maintaining accurate, organized, and secure records

The position will also support the City Clerk's Office in carrying out statutory and administrative responsibilities. Relevant experience may include:

• Assisting with municipal election administration and related records requirements
• Knowledge of the California Brown Act and open meeting requirements
• Preparing and maintaining official City records, agendas, minutes, and legal documents
• Administering oaths of office and supporting City Clerk functions as assigned
• Assisting City departments and members of the public with records research and information requests
• Preparing reports, correspondence, and documentation related to records management and City Clerk operations

In addition to these specialized responsibilities, the selected candidate will perform the full range of Records Manager duties, including staff supervision, project coordination, budget administration, policy development, process improvement, vendor management, records preservation, and ensuring the City's records management program remains compliant, efficient, and responsive to the needs of City departments and the public.

• Principles and practices of supervision, training and performance evaluation. 
• Document imaging software. 
• Operational characteristics, services, and activities of a modern records management program. 
• Modern and complex principles and practices of records and information management. 
• Computer network and operating systems as well as applicable software applications used in records management including database software programs used for inventory management and access to record holdings. 
• Principles and practices of file indexing and filing systems. 
• Principles and techniques used in electronic imaging systems and photographic imaging systems. 
• Methods, techniques, and principles used in the preservation and maintenance of various materials including paper, film, and electronic media. 
• Principles of municipal budget preparation and control. 
• Modern office procedures, methods, and equipment including computers. 
• Procedures used in implementing legal guidelines, regulations, laws, and procedures governing the confidentiality, security, and administration of municipal records. 
• Pertinent Federal, State, and local laws, codes, and regulations governing the utilization, preservation, and disposition of City records. 
• Principles of business letter writing and basic report preparation.

• Select, supervise, train, evaluate and coordinate the work of staff. 
• Use computer software programs and hardware and other technology pertinent to area of specialization. 
• Analyze problems, identify alternative solutions, project consequences of proposed actions, and implement recommendations in support of goals. 
• Interpret, explain, and apply administrative and departmental policies and procedures including those related to records management. 
• Locate information and data required by the City and develop procedures to organize, evaluate, and develop reports for the information. 
• Prepare clear and concise reports. 
• Operate forklifts and other motorized equipment. 
• Effectively organize and prioritize work to meet established deadlines. 
• Communicate clearly and concisely, both orally and in writing.
•  Establish and maintain effective relationships with those contacted in the course of work.

• An appropriate, valid, California driver's license with a satisfactory driving record. 
• Possession of, or ability to obtain, an appropriate, valid forklift operator's license. 
• Certified Records Manager (CRM) or Certified Document Imaging Architect (CDIA) certification is highly desirable.