City Clerk Records Management Analyst

The City of Rancho Cucamonga is not your average public agency employer. We have evolved from the antiquated civil service government employment of the past. Our driving staff force, known as Team RC, embodies a culture of innovation and collaboration. We believe that our employees are the best representation of our values and we strive to be on the cutting edge of diversity, inclusion, and technology.

When you join Team RC, whether you're front-and-center or behind-the-scenes, you can rest assured that your work makes an impact in the community you serve. Our enthusiasm for public service and our commitment to continuous learning helps Team RC focus on what really matters…service and people.  So get comfortable, grab a snack and apply to join Team RC.

WHY WORK FOR RC CITY CLERK SERVICES?

The City Clerk Services Department plays an important role in supporting transparent, accessible, and effective local government. From City Council meetings and elections to public records, legislative administration, and community engagement, our team helps ensure that residents have access to the information, services, and opportunities they need to participate in their local government.

The City of Rancho Cucamonga has spent more than forty years building a World Class Community, and City Clerk Services has been part of that commitment every step of the way. So, what does this have to do with City Clerk Services? Everything!

Our work goes beyond agendas, minutes, elections, and records. It is about preserving public trust, protecting the integrity of the democratic process, and creating meaningful opportunities for our community to engage with local government. We help connect residents with their elected officials, ensure public access to government information, and support the policies and decisions that shape our City’s future.

As we continue to grow and evolve as a City, we are always looking for ways to improve how we serve our community, embrace new technologies, and make local government more accessible and responsive. Whether it is facilitating public participation at City Council meetings, administering fair and transparent elections, maintaining official City records, or supporting the work of our elected officials, City Clerk Services is proud to play a part in keeping Rancho Cucamonga moving forward.

If you are passionate about public service, value teamwork, and want to make a meaningful difference in your community, City Clerk Services offers the opportunity to be part of something bigger than the day-to-day work. We are helping shape the future of our City while ensuring that the principles of transparency, accountability, and public trust remain at the heart of everything we do.

THE POSITION

Reporting directly to the Deputy Director of City Clerk Services, the Records Management Analyst is responsible for coordinating, administering, and continuously improving the City's records management program. This position ensures compliance with applicable federal, state, and local records retention requirements, supports the preservation and accessibility of public records, and develops standardized processes and procedures for the effective management of City records throughout their lifecycle. Responsibilities include overseeing records retention schedules, coordinating records destruction and archival activities, supporting the City's electronic records management systems, providing guidance and training to City departments, and ensuring compliance with the California Public Records Act and other applicable records-related laws and regulations.

The position also serves as a strategic resource to departments on records management best practices, identifying opportunities to improve operational efficiencies, streamline workflows, leverage technology, and strengthen the City's overall records management practices.

This position might be perfect for you if:

• You thrive in a fast-paced environment and can juggle multiple competing tasks.
• You are approachable and often times the “go-to” person.
• You enjoy playing a support role to ensure the team’s success.
• You are a critical thinker and solution-oriented.
• You can exercise independent judgment.
• You enjoy a fun work culture full of diverse and friendly people.
• You can navigate through challenges in a tactful manner.
• You can create trust and have a pulse on your surroundings.
• You want to be a part of a collaborative team committed to growth.

YOUR IMPACT

You’ll be responsible for:

• Overseeing and coordinating the City's records management program, including the maintenance, organization, preservation, retention, retrieval, and disposition of official City documents and records.
• Coordinating the development, implementation, and ongoing administration of the Citywide Records Management Plan, records inventory, and records retention schedules in collaboration with City departments.
• Developing, recommending, and implementing policies, procedures, standards, and best practices to ensure consistent and legally compliant records management practices throughout the organization.
• Administering and supporting electronic records management systems and applications, including system implementation, maintenance, process improvements, digital archiving, records inventory, and records retirement.
• Overseeing the City's records storage facility and coordinating the storage, retrieval, transfer, and disposition of physical records in accordance with established retention requirements.
• Providing guidance, training, and technical assistance to City departments regarding records management practices, retention requirements, electronic records, and records disposition.
• Coordinating research, retrieval, and production of records in response to subpoenas, legal discovery requests, California Public Records Act requests, and other formal records requests, ensuring the timely and accurate delivery of information.
• Monitoring changes in legislation, Government Code, and other applicable legal requirements related to public records, document management, records retention, and information governance; recommends updates to City policies and procedures as necessary.
• Evaluating existing records management processes and identifies opportunities to improve operational efficiencies, leverage technology, strengthen compliance, and enhance citywide service delivery.
• Participating in the development and implementation of departmental goals, objectives, policies, and priorities; assisting with budget development, monitoring, and administration related to assigned program responsibilities.
• Providing project coordination and analytical support for City Clerk Services initiatives and collaborating with internal departments, outside agencies, and other stakeholders on records-related matters.
• Assisting the Deputy Director with departmental operations and may perform assigned duties in their absence. Performs other related duties as assigned.

Education and/or Experience:

A bachelor’s degree from an accredited college or university, preferably with a major in business administration, public administration, or a related field.

Three years of progressively responsible records management level experience in custody and maintenance of official documents, records and files, including two years in a supervisory capacity.

Substitution: Four years of experience preferably with a major in business administration, public administration, or a related field. Three years of progressively responsible records management level experience in custody and maintenance of official documents, records and files, including two years in a supervisory capacity.

Questions regarding the equivalencies listed above? Please email us at [email protected].

Knowledge, Skills, and Abilities:

Knowledge of operations, rules and industry best practices for record keeping including records management systems, policies, and procedures for the identification, organization, storage, protection, retention, and disposition of records. Automated records and information management and imaging software. Organization and functions of the assigned municipal department; methods and procedures of budget preparation; computer applications in administrative functions; general office procedures. Ability to perform specialized administrative tasks; conduct research, perform analysis, and prepare and present reports of findings; work independently; interpret and apply related laws, ordinances and policies; communicate effectively both orally and in writing; meet the public in situations requiring diplomacy and tact; establish and maintain cooperative working relationships.

Special Requirements:

Specified assignments require possession of a valid California Driver’s License.

All levels require a minimum keyboarding ability of 40 words per minute, or demonstrated proficiency at an advanced level in Word.

All applicants are required to apply online at www.cityofrc.us/RCjobs 

Open until December 3, 2026, or until 150 applications have been received

Applications must be complete and demonstrate that the minimum qualifications are met. All statements made on the application are subject to investigation and verification. Resumes may be attached to completed application process. Candidates who meet the minimum qualifications will remain candidates until a final offer is accepted by the candidate who most closely meets the requirements of the City. The City may conclude that none of the candidates, even those who meet the minimum qualifications, are appropriate for the position.

Successful candidates shall be required to:

• Complete a verification form designated by Immigration and Naturalization Service to certify that they are eligible for employment in the United States of America; and
• Pass a pre-employment medical exam;
• Provide proof of a valid California driver's license and be insurable; and
• Pass a reference and background verification. References will not be contacted until a mutual interest has been established.

The City of Rancho Cucamonga participates in E-Verify. Federal law requires all employers to verify the identity and employment eligibility of all persons hired to work in the United States. In accordance, the City will provide the Social Security Administration and, if necessary, the Department of Homeland Security, with information from each new employee's Form 1-9 to confirm work authorization. For additional information regarding E-Verify, the Federal Government's online employment eligibility verification system, please visit www.uscis.gov .

Disclaimers

The City of Rancho Cucamonga is an Equal Opportunity, Affirmative Action Employer. In addition, the City of Rancho Cucamonga abides by a nepotism policy which may preclude you from being hired if the City employs a relative. The City of Rancho Cucamonga makes reasonable accommodations for disabled persons, considering each situation on an individual basis. Please make direct requests for accommodation to Human Resources. For information on Employee Rights under the Family and Medical Leave Act, please click here. There is a no smoking policy in effect in all City Offices and vehicles. Finally, please note that the provisions of this bulletin do not constitute a contract expressed or implied and any provisions contained in this bulletin may be modified or revoked without notice. Questions regarding this recruitment may be directed to Human Resources at [email protected].  Applicants may wish to visit the City's official website at www.cityofrc.us for more information.