Records Management Specialist

5 hours ago

Pomona, California, United States City of Pomona, CA Full time
Job Title: Records Management Specialist

Join the City of Pomona, CA team as a Records Management Specialist and play a pivotal role in advancing the city's overall development as a leading public sector employer.

About the Role

This exciting opportunity is available in the City Clerk's office, where you will perform various specialized duties in administrating and implementing the Citywide Records Management Program. Your responsibilities will include maintaining, updating, and enforcing records retention schedules, policies, and procedures for records management, digital archiving, vital records protection and preservation, reference retrieval, and disposal.

Key Responsibilities
  • Develop and maintain filing and records systems, custody and maintenance of official documents, and operation of computer-based records management systems.
  • Act as a records liaison between departments and the City Clerk's office.
  • Evaluate Public Records Act requests and provide copies of relevant records in accordance with legal requirements and the City's interests.
  • Coordinate and maintain citywide off-site records storage systems, and assist with internal and offsite audits for legal retention requirements.
  • Prepare documents for imaging and permanent storage; purge and file documents for transfer or destruction; assist with the administration of the citywide destruction of records; assist with the annual citywide records purge.
  • Act as system administrator of records management software, including creating and updating user profiles, assigning access permission, and modifying passwords; meet with City staff to define retrieval needs and parameters; assist and train users in the records management system software.
  • Assist in implementing records and information management policies and procedures to be used citywide.
Requirements
  • Any combination equivalent to experience and training that would provide the required knowledge, skills, and abilities would be qualifying.
  • A typical way to obtain the knowledge, skills, and abilities would be: High school diploma or GED equivalency supplemented by college level courses in records management, public administration or a closely related field.
  • Three years of experience in government records management, including developing and maintaining filing and records systems, custody and maintenance of official documents, and operation of computer-based records management systems.
Benefits

The City of Pomona offers a competitive salary, excellent benefits package, and a structured salary increase plan. Employees serve a 12-month probationary period. The Salary Scale Plan is composed of five steps. Merit step increases are based on meets standards performance, except step 4 and 5, which requires exceed standards performance.

Most employees work a 4/10 work schedule. In order to maintain service to the public, departmental effectiveness, productivity and/or efficiency, a Department Director may assign an employee a different work schedule that is in compliance with the requirements of FLSA with Human Resources and Association approval.

Provided by the California Public Employee's Retirement System. Every regular employee becomes a member immediately upon employment. New employees who become a 'new' member of CalPERS for the first time on or after January 1, 2013 will be enrolled in the CalPERS 2% @ 62, FAS 3 Plan.

13 paid holidays & 2 floating holidays are provided per year. 1-3 years = 80 hours, 4-5 years = 120 hours, 6-8 years = 160 hours, 9-15 years = 200 hours, 16 years plus = 240 hours (maximum). 12 days per year (prorated if on any leave without pay). Provided to Group C (exempt) employees. Accrue 80 hours per year. These programs include medical, dental, vision, long-term disability, life and accidental death and dismemberment insurances.

A voluntary deferred compensation 457 plan is available. Flexible Spending Accounts are available where employees use pre-tax salary to pay for regular child care, adult dependent care and/or medical expenses. Credit Union membership is available to all City employees and provides access to low interest loans.

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