Records Administration Specialist

6 days ago

Glendale, California, United States City of Glendale Full time
Job Title: Records Administration Analyst

Under the direction of the City Clerk, this position is responsible for managing the records management function in the City Clerk's Department. The ideal candidate will have a strong background in records management, excellent communication skills, and the ability to work in a fast-paced environment.

Key Responsibilities:
  • Plan, organize, and supervise a centralized records management program.
  • Oversee and coordinate the citywide centralized records management program, ensuring compliance with policies and procedures related to the creation, receipt, classification, maintenance, and storage of all records, documents, and related information.
  • 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.
  • Research and recommend appropriate technology and tools to improve efficiency.
  • Inventory and review records and documentation on a periodic basis, updating and verifying the Records Retention Schedule for all City departments.
  • Perform audits of systems used to comply with City policies.
  • 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.
  • Assist with the coordination of municipal elections, candidate handbooks, and other elections-related documentation.
  • 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.
  • Prepare, review, and distribute activity, audit, status, and other reports.
  • May be asked to manage the preparation and distribution of City Council agenda packets.
  • Maintain official files and records of Council proceedings and actions.
  • Prepare, process, distribute, and post public notices, bulletins, and contracts.
  • Prepare proclamations, ordinances, and resolutions.
  • May act for the City Clerk in their absence.
  • Select, train, evaluate, and supervise the activities of assigned staff.
  • Review and evaluate employee's job performance and recommend appropriate personnel action.
  • May drive on City business.
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) is required.
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.
Selection Process:

The City of Glendale reserves the right to modify the above-stated examination components and/or weights. Should this be necessary, the candidates will be notified of the specific examination components and weights prior to the administration of any examination.

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