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Records Administration Specialist

2 months ago

Glendale, California, United States City of Glendale Full time
Job Summary

We are seeking a highly skilled Records Administration Analyst to join our team at the City of Glendale. As a key member of our City Clerk's Department, you will be responsible for managing the operations of the records management function, ensuring exceptional customer service, and maintaining the highest level of ethical standards.

Key Responsibilities
  • Plan, organize, and supervise a centralized records management program
  • Oversee and coordinate the citywide centralized records management program, implementing and ensuring compliance with policies and procedures
  • Train City staff on records maintenance and retention procedures
  • Implement and oversee compliance with department policies and procedures, analyzing and evaluating department procedures and systems for records policy compliance
  • Inventory and review records and documentation on a periodic basis, updating and verifying the Records Retention Schedule for all City departments
  • Attend City Council meetings as needed, taking and transcribing minutes to serve as the official City records and overseeing follow-up pertaining to City Council action taken at meetings
  • Coordinate municipal elections, candidate handbooks, and other elections-related documentation, processing candidate paperwork and coordinating with the county elections office
  • Coordinate Fair Political Practices Commission filing obligations required of City Council members, commissioners, and designated employees
  • Coordinate the codification of the Municipal Code
  • Conduct research, compile information, and prepare reports and correspondence, preparing, reviewing, and distributing activity, audit, status, and other reports
  • Manage the preparation and distribution of City Council agenda packets, maintaining official files and records of Council proceedings and actions, preparing, processing, distributing, and posting public notices, bulletins, and contracts, preparing proclamations, ordinances, and resolutions
  • Act for the City Clerk in their absence, selecting, training, evaluating, and supervising the activities of assigned staff, reviewing and evaluating employee job performance, and recommending appropriate personnel action
Requirements
  • Five years of progressively responsible experience in a City Clerk's office or in records management
  • Bachelor's Degree in Public Administration, Business Administration, or a related field
  • Valid California Class C driver's license
  • Certified Municipal Clerk (CMC) or Certified Records Manager (CRM) certification
Preferred Qualifications
  • Knowledge of automated and database system use, methods, and practices
  • Customer service methods and communication techniques
  • Modern office equipment, software use, procedures, and practices
  • Office duties and practices
  • Official and original records and documents organization, maintenance, and system policies, procedures, and techniques
  • Principles of management administration, supervision, and training
  • Principles of Diversity, Equity, and Inclusion
  • Records management and maintenance of methods and principles
  • State and municipal administration and recording regulations, practices, policies, and procedures
What We Offer

The City of Glendale offers a comprehensive benefit package, including vacation, holiday, and sick leave, as well as medical, dental, vision, life, and long-term disability insurance.