Senior Records Specialist (Hourly)

This class is the advanced journey level class of the Records Specialist series and is distinguished from the Records Specialist level by the degree of independence and specialized knowledge exercised in the performance of job duties. Employees at this level 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.

Receives direction from an assigned supervisor.  Exercises technical and functional supervision over assigned staff.

Functions may include, but are not limited to, the following: assist the with the administration, organization, and implementation of the records management program in accordance with legal requirements and records management policies and procedures; assist with maintaining either the City's or Police Department’s active and inactive records and information and records storage system, including records filing and retrieval, assigning file codes, maintaining an inventory of all records and documents, and assisting with internal and offsite audits for legal retention requirements; assist in implementing records and information management policies and procedures; assist with fulfilling requests for records under the California Public Records Act to include assisting customers with creating an account and submitting records requests in the City’s online records request portal; receiving and reviewing requests submitted through various media (online portal, e-mail, mail, front counter and phone); assigning, routing and tracking records requests; working with staff from various departments to gather responsive records to fulfill requests; reviewing and redacting responsive records for  release; downloading, sorting, and redacting email .pst files for requests; working with the City Attorney’s Office for review and redaction of responsive records; and working with staff to answer follow-up questions from customers regarding their request and/or records; maintain the public records request database/online portal to include creating and maintaining accounts for staff; managing access levels for staff; running various reports for staff; developing and maintaining standard work for staff and customers; training staff and customers on use of records request portal; attending training and participating in demonstrations for updates on records request portal; and making administrative level changes to records request portal as needed; conduct complex research to locate documents and records for Mayor, Council, staff, and the general public; prepare reports and other correspondence as needed; build and maintain positive working relationships with co-workers, other City employees and the public using principles of good customer service; and perform related duties as assigned.  
When assigned to the Police Department (in addition to the above): serve as a California Law Enforcement Telecommunications System (CLETS) subject matter expert and trainer. 

Knowledge of: principles, practices, methods, and techniques of records and information management programs; document imaging concepts and practices; California Public Records Act; English usage, spelling, grammar, and punctuation; modern office methods, procedures, computer equipment, and computer software applicable to assignment. Ability to: perform a variety of complex, specialized and responsible clerical duties in support of the Records Management program; review documents related to Records Management operations; observe, identify and problem solve office operations and procedures; understand, interpret, explain, and apply Federal, State, and local laws, codes, regulations, policies, and procedures; review finished work products for accuracy and completeness; learn organization procedures and operating details; operate a personal computer with standard business software, including word processing, spreadsheet, database applications, and other standard office equipment; demonstrate initiative and sound independent judgment within established guidelines; communicate clearly and concisely, both orally and in writing; understand and follow oral and written instructions; establish and maintain effective working relationships with those contacted in the course of work; work with various cultural and ethnic groups in a tactful and effective manner. 
Physical Demands: On a continuous basis, sit at a desk for long periods of time. Intermittently twist and reach office equipment; write or use keyboard to communicate through written means; lift or carry weight of 25 lbs. of less.
Working Conditions: Work is performed indoors in a carpeted and air-conditioned office environment with fluorescent lighting and moderate noise level. Some movement is required from office to office and there is exposure to the external environment when going to outlying offices or meeting.  Work is frequently disrupted by the need to respond to in-person and telephone inquiries.

Recruitment No. 26221607H
This recruitment is open until a sufficient number of applications are received and may close at any time without prior notice. Applicants are encouraged to submit a City Application and Supplemental Questionnaire as soon as possible. Candidates whose application indicate education and experience most directly related to the position will be invited to participate in the selection process.  All notices will be sent via e-mail.

Unless otherwise noted, a passing score must be achieved at each step of the selection process in order to have your name placed on the eligibility list for hiring consideration. The examination materials for this recruitment are validated, copyrighted and/or inappropriate for review. The eligibility list established as a result of this recruitment will be for a duration of six (6) months, unless otherwise extended.