Records Management Specialist / Senior Records Management Specialist

Mesa Water•Costa Mesa, CA

12h•Onsite

About The Position

Mesa Water District is seeking applications for a Records Management Specialist / Senior Records Management Specialist in the Administrative Services Department. This role is responsible for administering the District's records management programs, coordinating responses to public records requests, and ensuring compliance with the California Public Records Act. The position requires experience managing a records management program for a public sector agency and experience responding to public records requests. Key skills include project management, legal and regulatory navigation, fact-finding, data analysis and interpretation, decision-making, attention to detail, self-management, reading comprehension, writing, and technology utilization.

Requirements

Equivalent to the completion of the twelfth grade.
Three (3) years of progressively responsible records management experience, preferably in a public-sector agency (for Records Management Specialist).
Equivalent to a bachelor’s degree from an accredited college or university with major course work in business administration, public administration, or a related field (for Senior Records Management Specialist).
Five (5) years of progressively responsible records management experience, preferably in a public-sector agency (for Senior Records Management Specialist).
Knowledge of operations, services, and activities of a records management program.
Knowledge of records management principles, practices, methods, and techniques.
Knowledge of District functions.
Knowledge of methods, techniques, and principles used in the preservation and maintenance of various materials.
Knowledge of procedures and legal requirements necessary to maintain, archive, preserve, and protect records.
Knowledge of principles, practices, and procedures of automated and manual records management, retrieval, and storage including micrographics, electronic imaging, automated information retrieval systems, and computer systems related to maintaining records.
Knowledge of principles and practices of file indexing and file systems.
Knowledge of principles and practices used in the development of records retention schedules.
Knowledge of electronic records issues and emerging technology solutions.
Knowledge of principles and practices of archiving.
Knowledge of pertinent federal, state, and local laws, codes, and regulations including those relating to retention requirements for a wide variety of documents.
Knowledge of principles of business letter writing and basic report preparation.
Knowledge of principles and techniques for working with groups and fostering effective team interaction to ensure teamwork is conducted smoothly.
Knowledge of techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and District staff.
Knowledge of the structure and content of the English language, including the meaning and spelling of words, rules of composition and grammar.
Knowledge of modern equipment and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed.
Ability to coordinate the District-wide records management program.
Ability to recommend and implement goals, objectives, policies, and procedures for providing District-wide records management functions.
Ability to analyze records management problems, reach sound conclusions, and recommend improved procedures, equipment and facilities.
Ability to exercise sound, independent judgment within established guidelines.
Ability to stay abreast of new technologies used to automate records systems.
Ability to code, file, and retrieve a wide variety of materials under a complex, comprehensive records management system.
Ability to provide information and organize material in compliance with laws, regulations, and policies.
Ability to prepare clear, concise, and comprehensive reports.
Ability to maintain sensitive and confidential information.
Ability to understand, interpret, and apply all pertinent laws, codes, regulations, policies and procedures, and standards relevant to work performed.
Ability to effectively represent the department and District in meetings with governmental agencies; community groups; various business, professional, and regulatory organizations; and in meetings with individuals.
Ability to independently organize work, set priorities, meet critical deadlines, and follow-up on assignments.
Ability to use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines.
Ability to effectively use computer systems, software applications, and modern business equipment to perform a variety of work tasks.
Ability to communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.
Ability to establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.

Nice To Haves

An associate degree is desirable.
Certification as a Certified Records Manager (CRM) is highly desirable.

Responsibilities

Administers the District's records management programs.
Coordinates responses to public records requests.
Ensures compliance with the California Public Records Act.
Ensures projects are on-time, on-budget, and achieve objectives.
Interprets and ensures compliance with records retention laws and the CA Public Records Act.
Obtains facts and data pertaining to an issue.
Draws meaning and conclusions from quantitative or qualitative data.
Chooses optimal course of action in a timely manner.
Shows a high level of care and thoroughness in handling the details of the work.
Shows personal organization, self-discipline, and dependability.
When using written material, readily locates relevant details.
Presents information clearly and in an organized and cogent manner.
Finds ways to apply technology to tasks to increase speed, quality, or create new capabilities.
Develops, implements, and administers the District’s records management program in accordance with all legal requirements and policies and procedures adopted by the Board of Directors.
Researches and participates in the development and implementation of records retention schedule, policies, and procedures.
Provides records-related assistance and consultation to staff.
Identifies, classifies, manages, and controls District records and information needs.
Coordinates disposition and storage of records including archives and historical documentation protection, preservation, and destruction.
Utilizes spreadsheets, databases, and/or software for maintaining information related to active, inactive, and destroyed records.
Manages the offsite storage vendor account, including records transfers, retrieval, and destruction activities.
Prepares and coordinates the destruction of District records.
Receives, reviews and monitors Public Records Act requests.
Justifies any non-disclosure and/or ensures redaction of any portions that are exempt for disclosure from the mandate of the Public Records Act.
Provides assistance to the public by helping them identify records and information relevant to the request.
Ensures timely response to all requests and communicates in writing with the requestor.
Conducts records audits, surveys and inventories to ensure compliance with the District’s adopted Records Retention Schedule.
Works with staff, legal counsel, and consultants to update/amend the Records Retention Schedule, when needed.
Develops, maintains, and updates records management related policies and procedures.
Works with staff to develop and implement processes to fully comply with all legal and records management requirements.
Assists in evaluating and recommending appropriate solutions to records management issues and problems.
Analyzes both paper and electronic record keeping systems and recommends improvements.
Implements new systems and the use of emerging technologies and imaging systems.
Coordinates filings to the California Fair Political Practices Commission (FPPC), such as Statement of Economic Interests (conflict of Interest) forms, Campaign Disclosure Statements for the Board of Directors and agency filers and other FPPC filings for the District as applicable.
Works with legal counsel to update/amend the Conflict-of-Interest Code resolution on a biennial basis.
Completes and files Secretary of the State filings for the District and its Corporation.
Provides staff support in the preparation, review, approval, and distribution of all District and departmental policies and procedures.
May assist with Board and governance-related functions, including the preparation of resolutions, ordinances, proclamations, staff reports, public hearing notices, and other official documents.
Ensures notices and related materials are posted, published, and maintained in accordance with legal and regulatory requirements.
Develops, implements, and provides District-wide training sessions on administrative and records management related topics, policies and procedures.
Conducts research and compiles a variety of information, as requested, by staff or other agencies.
Attends and participates in professional group meetings and conferences.
Performs a variety of general administrative support duties as required.
Develops and monitors assigned budget account.
Performs related duties as required.