Certified Records Manager

City of Palm Springs•Palm Springs, CA

1d•Onsite

About The Position

The City of Palm Springs is hiring a Certified Records Manager in the City Clerk’s Office. The position oversees the City Clerk’s records management programs, including active records, archives, and access management. It works with department liaisons to support business continuity, accessibility, risk management, and consistent Public Records Act (PRA) compliance. The role also oversees initiatives to establish and maintain a publicly accessible records center for records with permanent and long-term value to the City and community. The position develops and manages the City-wide records and archives program, oversees PRA requests and compliance, and establishes standards and procedures across City departments. It manages records retention, retrieval, destruction, archival preservation, digitization, document imaging, and off-site storage. The role also provides guidance and training to departments, supervises assigned staff, conducts compliance audits, pursues grants, and may assist with elections and attend civic meetings. The City describes Palm Springs as a community offering a blend of nature and modern living, with parks, gardens, nature reserves, attractions, and events. The City states that it is committed to a diverse, equitable, and inclusive workplace. The position regularly works in an office environment and travels between sites. Applications must be received by 4:00 p.m. on November 19, 2026. The City may accelerate or extend the closing date. Employees may be asked to serve as disaster service workers in the event of a disaster.

Requirements

Three years of increasingly responsible experience in records management, archives, and municipal support, including indexing, retention, retrieval, and destruction of optical images.
High school diploma or GED equivalent.
Possess or be able to obtain and maintain a valid California driver license with a satisfactory driving record.
Successfully complete a pre-employment background investigation, fingerprinting, and physical examination.
Be willing and able to work various hours, including early mornings, evenings, weekends, and holidays.

Nice To Haves

Supervisory experience.
Associate’s degree in public or business administration, records management, or a closely related field.
Specialized records-management training, including indexing, retention, retrieval, and destruction of optical images.
Certified Records Manager (CRM) certification.

Responsibilities

Develop, implement, and manage a comprehensive City-wide records and archives management program consistent with federal, state, and municipal legal requirements.
Manage and respond to Public Records Act requests within statutory timelines and legal standards; conduct records inventories and surveys.
Plan, direct, and coordinate the maintenance and destruction of City documents, including ordinances, resolutions, contracts, and meeting minutes.
Establish and enforce records-management standards, administrative policies, and procedures across City departments.
Oversee, administer, and enforce records retrieval and destruction schedules.
Train and assist City departments in implementing the records management program and applying City policies, procedures, and techniques.
Serve as the City’s Public Records Act subject matter expert; coordinate PRA processes and advise on legal requirements, exemptions, and best practices.
Manage the City’s archival program in accordance with legal and professional standards and best practices.
Oversee collection, classification, preservation, and accessibility of materials with historical, administrative, cultural, research, or other significant value.
Provide professional consultation to departments, commissions, boards, and other partners on records management and research projects.
Plan, supervise, and evaluate assigned staff; provide professional development and coaching.
Plan and oversee digitization projects, document imaging production, quality control procedures, and off-site storage.
Identify grant opportunities, prepare grant applications, and administer grant projects.
Conduct regular audits of records-management processes to verify compliance and identify improvements.
Assist in conducting elections and attend City Council, Commission, and other civic or community meetings as needed.
Perform other duties as assigned.