Records Manager

City of Oceanside • Oceanside, CA

7d • Onsite

About The Position

The City of Oceanside is seeking a Records Manager with experience overseeing municipal records management, document imaging, archives, and records retention programs. This position will manage the City's records management and imaging operations, oversee off-site records storage and archival collections, supervise Records Center staff, and provide guidance to City departments on records management policies, retention schedules, and document imaging procedures. The Records Manager will ensure compliance with applicable federal, state, and local laws governing public records while preserving the City's historical records and providing excellent customer service to City staff and the public. The Ideal Candidate will have experience with: Managing records management, document imaging, and electronic records systems Developing, implementing, and administering records retention schedules and records disposition programs Overseeing off-site records storage facilities and archival collections Preserving historical records and applying archival best practices for paper and electronic records Coordinating document scanning, imaging, microfilm conversion, and digital preservation projects Training staff on records management policies, document imaging software, and records retrieval procedures Supervising staff, assigning work, evaluating performance, and improving operational workflows Responding to Public Records Act requests, litigation support requests, and historical research inquiries Interpreting and applying records management laws, confidentiality requirements, and records retention regulations Managing records databases, inventory systems, and document indexing processes Coordinating records management projects and vendor services Demonstrating exceptional attention to detail while maintaining accurate, organized, and secure records. The position will also support the City Clerk's Office in carrying out statutory and administrative responsibilities. Relevant experience may include: Assisting with municipal election administration and related records requirements Knowledge of the California Brown Act and open meeting requirements Preparing and maintaining official City records, agendas, minutes, and legal documents Administering oaths of office and supporting City Clerk functions as assigned Assisting City departments and members of the public with records research and information requests Preparing reports, correspondence, and documentation related to records management and City Clerk operations. In addition to these specialized responsibilities, the selected candidate will perform the full range of Records Manager duties, including staff supervision, project coordination, budget administration, policy development, process improvement, vendor management, records preservation, and ensuring the City's records management program remains compliant, efficient, and responsive to the needs of City departments and the public.

Requirements

• Principles and practices of supervision, training and performance evaluation.
• Document imaging software.
• Operational characteristics, services, and activities of a modern records management program.
• Modern and complex principles and practices of records and information management.
• Computer network and operating systems as well as applicable software applications used in records management including database software programs used for inventory management and access to record holdings.
• Principles and practices of file indexing and filing systems.
• Principles and techniques used in electronic imaging systems and photographic imaging systems.
• Methods, techniques, and principles used in the preservation and maintenance of various materials including paper, film, and electronic media.
• Principles of municipal budget preparation and control.
• Modern office procedures, methods, and equipment including computers.
• Procedures used in implementing legal guidelines, regulations, laws, and procedures governing the confidentiality, security, and administration of municipal records.
• Pertinent Federal, State, and local laws, codes, and regulations governing the utilization, preservation, and disposition of City records.
• Principles of business letter writing and basic report preparation.
• Select, supervise, train, evaluate and coordinate the work of staff.
• Use computer software programs and hardware and other technology pertinent to area of specialization.
• Analyze problems, identify alternative solutions, project consequences of proposed actions, and implement recommendations in support of goals.
• Interpret, explain, and apply administrative and departmental policies and procedures including those related to records management.
• Locate information and data required by the City and develop procedures to organize, evaluate, and develop reports for the information.
• Prepare clear and concise reports.
• Operate forklifts and other motorized equipment.
• Effectively organize and prioritize work to meet established deadlines.
• Communicate clearly and concisely, both orally and in writing.
• Establish and maintain effective relationships with those contacted in the course of work.
• Four (4) years of records management/archives experience including experience in inventorying records and managing off-site records storage facilities.
• Bachelor's degree from an accredited college or university with major course work in history, business administration, public administration, or a related field.
• An appropriate, valid, California driver's license with a satisfactory driving record.
• Possession of, or ability to obtain, an appropriate, valid forklift operator's license.
• Pass a background investigation including a Working Conditions and Selection Process Environmental Conditions: Office and warehouse environment; exposure to computer screens; exposure to dust.
• Essential functions may require maintaining physical condition necessary for properly lifting boxes of records weighing up to 50lbs. and handling these boxes on ladders at heights of 10 to 12 feet; operating various motorized equipment; sitting and standing for prolonged periods of time; repeated bending; speaking and hearing to exchange information.

Nice To Haves

• Certified Records Manager (CRM) or Certified Document Imaging Architect (CDIA) certification is highly desirable.

Responsibilities

• Manages the Citywide document-imaging program.
• Trains staff from all departments in software use, retrieval procedures, and records management procedures and policies.
• Coordinates the organization, staffing, and operational activities for the City's off-site Record Storage and Imaging Center.
• Oversees and participates in activities related to the security, preservation, and conservation of inactive records and documents.
• Designs, creates, and implements document management databases and applications.
• Manages various database tables, forms, and queries for the City Clerk's Office.
• Supervises the receipt and processing of City documents, files, and materials transferred to the Records Center and Archives.
• Supervises the checkout and return of documents to City departments and outside agencies.
• Oversees and participates in providing delivery services for material requested from and returned to the Record Center.
• Oversees the acquisition and preservation of material into the archival collections.
• Supervises the shredding and recycling of material authorized by department retention schedules and City Council action for disposal.
• Provides scanning of photographs/documents and electronic editing services for the City Clerk's Office and for delivery of requested records electronically.
• Identifies opportunities for improving service delivery methods and procedures.
• Identifies resource needs; reviews with appropriate management staff; implements improvements.
• Assists with the development of imaging facilities for the conversion of documents to microfilm and digital format.
• Oversees the imaging program and maintains the microform collection.
• Coordinates with vendors for the conversion of documents to microfilm.
• Directs, coordinates, and reviews the work plan for assigned services and activities.
• Assigns work activities and projects; monitors work flow; reviews and evaluates work products, methods, and procedures.
• Meets with staff to identify and resolve problems.
• Selects, trains, motivates, and evaluates assigned personnel.
• Provides or coordinates staff training.
• Works with employees to correct deficiencies.
• Provides training to City departments related to maintaining, preserving, and transferring records into short or long term storage.
• Provides research assistance to City staff, citizens and researchers including research for freedom of information requests, public records requests, litigation, and historical research.
• Participates in the development and administration of assigned program budget.
• Forecasts funds needed for staffing, equipment, materials, and supplies; monitors and verifies expenditures; recommends adjustments as necessary.
• Provides staff assistance to the Assistant City Clerk.
• Participates on a variety of committees.
• Prepares and presents staff reports and other correspondence as appropriate and necessary.
• Attends and participates in professional group meetings.
• Stays abreast of new trends and innovations in the field of records management.
• Assists with election requirements and preparation and distribution of handbooks for advisory groups and political candidates.

What This Job Offers

• Job Type: Full-time
• Career Level: Senior