Records Coordinator

Description

Class Title Records Coordinator Class Code 223 Salary $4,419.00 - $6,219.00 Monthly
Basic Function

Under general supervision, provides technical and clerical support in the development, coordination and maintenance of the City-wide or department records management program and OnBase Electronic Document Management System; researches, evaluates and makes recommendations related to document imaging and equipment needs; coordinates, implements and revises records retention schedules and performs records management oversight in the City Clerk’s Division; acts as a lead worker to clerical staff when assigned; performs various technical support tasks related to the functions of assigned department; and performs related work as required.

Distinguishing Characteristics

The Records Coordinator is a paraprofessional technical and leadworker classification, in which incumbents are expected to exercise independent judgment and decision-making skills and perform routine tasks with minimal supervision and instruction.
This class is distinguished from the Deputy City Clerk or assigned manager in that the latter has overall management responsibility for the development and maintenance of the City-wide or the department records management system and as well as other division or department functions.

Typical Duties

(May include, but are not limited to, those duties listed below):

• Assists in the planning, organization and implementation of a records management and/or permitting system, including the maintenance, storage, retention, retrieval and destruction of plans, records and documents in accordance with administrative, legal, fiscal and historical requirements; plans and implements records storage plans that ensure efficient storage of and access to City or department records.
• Prepares periodic activity reports related to the records management system; develops written procedures and manuals related to records management processes.
• Trains staff in records management systems and techniques; ensures effective work flow, such as the timely filing of legislative history, deeds and contracts, the processing of records, research requests and subpoenas; the retrieval and research of records requested by the public according to the California Public Records Act, and City departments; and the creation and maintenance of various indexes to City documents; and processes the more complex research requests.
• Provides technical support related to file and document inventories; assists departments with the creation and implementation of schedules for records retention; reviews retention schedules and makes recommendations for maintenance and protection of archival and vital records; computes footage required for records storage space based on review of departmental records and established retention schedules; references and releases files in response to departmental requests and in accordance with established procedures.
• Assists in establishing procedures for implementing records management programs, such as document imaging and physical records storage; assists in the research, coordination and maintenance of new technology and methods related to records management, including document imaging systems and methods; assists with procurement of materials and technology and acts as a technical liaison between the City and vendors; coordinates with the Information Technology Department to develop computerized solutions to meet the document storage needs of the department and the City.
• Trains City staff in records management, including records retention procedures and automated records retention systems; assists in conducting training needs assessments; assists in the development of training materials to meet users’ needs; schedules and coordinates training sessions.
• Prepares periodic activity reports related to the records management system; develops written procedures and manuals related to records management processes.
• Maintains proper filing of contracts, agreements and deeds in accordance with the Citywide Records Management program.
• Assists in the research, planning, implementation and maintenance of various programs and services.
• May provide notary services to the public and City staff.
• Provides quality control of records/files and permitting system data.
• Oversees and manages web content related to Department forms, content, and records.
• May manage and facilitate the availability of on-line permitting records
• Manages the department’s digitizing efforts.
• Provides back-up reception support as directed (City Manager department only).
• May oversee and coordinate the work of various clerical staff.
• Performs other clerical and technical duties as necessary.

WORKING CONDITIONS Position requires prolonged sitting, standing, walking, reaching, climbing, twisting, turning, kneeling, bending, squatting and stooping in the performance of daily activities. The position also requires grasping, repetitive hand movement and fine coordination in using a computer keyboard. Additionally, the position requires far and near vision when reading and using a computer. Acute hearing is required when providing phone and personal service. The need to lift, drag and push files, paper and documents weighing up to 25 pounds is also required. Some of these requirements may be accommodated for otherwise qualified individuals requiring and requesting such accommodations.

Minimum Qualifications

The minimum qualifications for Education, Experience, Knowledge, Skills and Abilities are the following:
Education and Experience:

• 
  High School degree or equivalent; and
• Three years of increasingly responsible clerical experience that included responsibility for the maintenance of complex records.

Knowledge:

• 
  The principles, practices and procedures associated with filing processes and records management.
• Standard office procedures, practices and equipment (including computer usage).
• Proper grammar, spelling and punctuation.
• Methods and techniques of scheduling work assignments and coordinating work flow.

Abilities:

• Implement and maintain complex filing systems.
• Conduct informational and technical research; evaluate and compile data and make appropriate recommendations for action.
• Learn and apply computer technology related to records management.
• Understand, interpret, apply and explain policies and procedures.
• Effectively communicate technical and procedural information to groups and individuals.
• Organize, prioritize, review, train and follow-up on work assignments of clerical staff.
• Effectively organize tasks and work within deadlines.
• Process detailed paperwork in strict accordance with specific procedures and policies.
• Prepare written reports, procedure manuals and training materials.
• Proofread for spelling and typographical errors.
• Make sound decisions within established guidelines.
• Work cooperatively as a member of a team.
• Work independently and in the absence of direct supervision.
• Establish and maintain effective working relationships with City staff, outside agencies and the public.
• Follow written and oral directions.
• Communicate effectively both orally and in writing.
• Observe safety principles and work in a safe manner.

Licenses and Certificates

• Successful commission as a notary public within one year of appointment.

OTHER REQUIREMENTS

• Willingness to work occasional evenings and weekends, as necessary.

DESIRABLE QUALIFICATIONS

• Working knowledge of document imaging systems or automated records retrieval systems.
• Completion of records management training.

Career Ladder

• City Clerk Administrator
• Deputy City Clerk
• Records Coordinator

Class Detail

Reports to: Deputy City Clerk, Assistant Director of Planning and Community Development or Management Analyst Supervises: Provides lead direction to various clerical classifications Bargaining Unit: Service
Classification No: 223 Update: 7/19 Supersedes: 01/22 Update: 02/22

SALARY - This classification belongs to the Service bargaining unit and has a nine-step salary range. All classifications in this bargaining unit add an additional wage Step J on 7/14/18 by MOU agreement. Appointment may be made commensurate with experience. The current salary schedule is posted on the City website. See MOU for salary practices. UNION REPRESENTATION - This classification belongs to the Service Employees' bargaining unit. All employees within this unit are represented by the Service Employees' International Union. APPOINTMENT - Any candidate selected by the appointing department may be required to pass a pre-employment medical exam administered by a City-selected physician before hire to non-sedentary positions. Prior to starting work, all newly hired employees will be fingerprinted, to check conviction history. A conviction history will not necessarily disqualify an applicant from appointment . Candidates must present documentation verifying authorization to work in the United States and take a loyalty oath as required by the State of California at the time of hire. Appointments to regular positions are subject to a six-month probationary period (unless specified as 12-month by Service Employees MOU) which is considered a part of the selection process. Probationary employees may be terminated without recourse during this period. Positions which are covered by the Department of Transportation regulations are required to submit to a pre-employment drug test and to random drug and alcohol testing. LEAVE Vacation – 80 hours/year up to 5 years, 120 hours/year 6-10 years, plus 8 hours for each year after 10 years up to a maximum of 160 hours/year. Sick – 12 days/year Holidays – up to 11 days/year
Floating Holidays - 24 hours per year - prorated for part-time INSURANCE – (available to employee and eligible dependents) Medical – Depends on plan selected; City generally pays 95% of the cost of coverage (pro-rated for part-time).
Dental, Vision, Employee Assistance Program – City currently pays full cost of employee and family coverage (pro-rated for part-time). Plus an additional $29.50 per pay period. Life – City provides a $20,000 life insurance policy. Long Term Disability – City provides a long term disability plan. RETIREMENT All new regular employees become members of PERS. Public Employees' Retirement System (PERS) 2% @ 62 (3 year average). Prior PERS membership may affect retirement formula. Employees contribute 9.75% of their salary to PERS on a pre-tax basis. An employee is vested after 5 years of membership. No Social Security is withheld. ADDITIONAL BENEFITS (not all inclusive) 457 Deferred Compensation Plan Accident Protection Insurance Bilingual Pay if required by position Cancer and Critical Illness Insurance Direct Deposit Discount Bus Pass Program Flexible Spending Plans for Health & Dependent Care Longevity Pay (after 10 years and 15 years) In lieu Medical Reimbursement of $200 /month (if not participating in City offered Medical Plan) Shift Differential Supplemental Life Insurance Tuition Reimbursement
The information included in this listing is subject to change and does not constitute an expressed or implied contract. Leaves and most Insurance contributions are pro-rated for part-time benefited employees.