Records Specialist

**THE POSITION**:
**THE OPPORTUNITY**

This Position might be the perfect fit for you if:

- You have a high level of integrity and honesty.
- You enjoy working with databases and electronic records keeping systems.
- You have experience maintaining records.
- You enjoy communicating with a broad group of internal and external stakeholders.
- You enjoy public speaking, giving presentations, and training others in a group setting and one to one.
- You have a desire to serve the community and contribute to the well-being of the publicHere are a few ways the Inland Empire Utilities Agency is committed to helping you feel your best, work your best, and live your best while working with us:

- A 4-day work week with remote hybrid work schedules for some positions
- A pension through California Public Employees’ Retirement System (CalPERS)
- Generous employer monthly health benefit allowances to go towards the cost of medical, dental, and vision insurance
- Competitive vacation, floating holiday, sick time in addition to 9 agency paid holidays
- Basic life insurance coverage provided
- 457b Deferred Compensation Contribution

**There is (1) vacancy in the Information Technology Department.**

**This recruitment is being conducted to fill (1) vacancy and will establish an eligibility list which may be used to fill future vacancies as they occur during the active status of the eligibility list.**

**This position is a Limited-Term (18-months) employment opportunity. Limited-term employees are "AT-WILL" employees, and their employment can be terminated at any time, with or without cause, and with or without notice.**

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**A full-time, limited-term employee shall be eligible for the same insurance and leave benefits, as a regular Agency employee occupying the same regular classification, pursuant to the applicable Personnel Manual or MOU EXCEPT for the following: educational reimbursements, certification or licensing payments/reimbursements and computer loans.**

**Salary Range: GU 173**
**FLSA: Non-Exempt**

Under general supervision, coordinates, organizes and maintains the Agency records management and information governance programs; oversees the organization, maintenance, retention and destruction of records in compliance with all applicable public records laws and regulations and Agency policies; coordinates and participates in the archiving and physical storage of vital records and imaging processes to convert files and documents into digital format; and performs related duties as assigned.

**DISTINGUISHING CHARACTERISTICS**:

- A Records Specialist performs journey-level technical/specialized records management duties including receipt and scanning of documents, summarizing and indexing a wide variety of documents and media for electronic and hard copy storage, performing quality-control checks on documents scanned by others, and performing records research and retrieval. Duties and responsibilities are carried out with considerable independence within a framework of established policies and procedures.
- Employees in this class typically report to the Records Management Supervisor.
- Records Specialist is distinguished from Records Management Supervisor in that an incumbent in the latter class has full supervisory responsibility and broader administrative duties. It is further distinguished from Office Assistant and other administrative support classes by the incumbent's knowledge and specialized duties associated with the administration and implementation of the Agency's records management program.**EXAMPLES OF ESSENTIAL FUNCTIONS**:
**The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class.**

Receives, reviews and files records and documents; enters records and documents into electronic content management systems; indexes records; prepares and scans documents or performs quality assurance checks ensuring that images meet established quality standards; searches, retrieves and prints copies of imaged documents upon request; sends and retrieves records from storage.
- Reviews and determines appropriate indexing criteria for a wide variety of documents and records, including maps, engineering drawings, contracts, agreements, property records, agendas, ordinances, legal records and other documents; enters indexing codes and linkages into document management databases; researches and resolves difficult indexing issues and problems; ensures accurate linkage of documents to create comprehensive historical records and chains of events and for easy retrieval.
- Using standard tools and queries, identifies and corrects document management system database problems and errors; locates and enters missing data and attributes, and corrects linkage errors and problems.
- Conducts record searches with minimum