Records Specialist I or II

Municipal Water District of Orange County•Fountain Valley, CA

5d•Onsite

About The Position

The Municipal Water District of Orange County is seeking an organized and precise Records Specialist to manage, organize, and safeguard electronic files and information. This role is crucial for maintaining smooth public services and government accessibility. The ideal candidate will possess strong organizational skills, be comfortable with data systems, and have a keen eye for accuracy and compliance. This position contributes to the agency’s organized and compliant data management. The Records Specialist I/II is responsible for the ongoing implementation, maintenance, development, and enhancement of the District-wide record retention program to ensure compliance with all legal requirements and to support modern, collaborative work environments. Records Specialist I involves foundational duties under supervision, exercising sound independent judgment and problem-solving skills while developing and applying established record-keeping concepts, data governance practices, legal and privacy regulations, and modern content management systems. Records Specialist II requires considerable independent judgment and problem-solving skills, with a high level of expertise in records management and information management concepts, data governance, and legal/privacy compliance. This role serves as a subject matter expert, develops policies, interprets practices, and oversees projects with minimal supervision.

Requirements

Equivalent to the completion of twelfth grade.
Records Specialist I: One (1) year of experience involving the development and maintenance of records, data, or systems, preferably in a governmental setting.
Records Specialist II: Three (3) years of experience involving the development and maintenance of records, data, and/or systems with a records management program, preferably in a governmental setting.
Knowledge of operations, services, activities, principles, practices, methods, techniques, and systems of records and information management.
Knowledge of local, state, and federal laws relating to retention requirements for a wide variety of documents.
Knowledge of procedures, techniques, and methods of document organization and preservation.
Knowledge of efficient application of office procedures, methods, practices, and equipment, including computers.
Proficient application of software applications (SharePoint, Laserfiche), and cloud-based systems.
Knowledge of imaging processes and equipment.
Knowledge of associated record-keeping requirements.
Knowledge of information storage and retrieval systems.
Knowledge of correct English usage, including spelling, grammar, and punctuation.
Knowledge of business mathematics.
Knowledge of effective safety practices and procedures.
Ability to coordinate a comprehensive and proactive District-wide records retention program.
Ability to participate and assist in the implementation of goals, objectives, policies and procedures for providing District-wide records management functions.
Ability to exercise sound judgment within established guidelines.
Ability to code, file and retrieve a wide variety of materials.
Ability to provide information and organize material in compliance with laws, regulations and policies.
Ability to stay abreast of new technologies used to automate records systems.
Ability to demonstrate technical expertise in computer systems and specialized software, ensuring efficient record-keeping management and seamless administrative workflows.
Ability to utilize spreadsheets and database applications promptly.
Ability to proactively identify problems, reach sound conclusions and recommend improved procedures.
Ability to organize work, set priorities and provide support to meet records management needs and deadlines.
Ability to prepare clear and accurate reports and other written correspondence.
Ability to effectively present information to District staff.
Ability to understand and carry out verbal and written instructions.
Ability to establish and maintain accurate, complex and comprehensive records.
Ability to assemble, copy, record and transcribe data and information.
Ability to type and or enter data at a speed necessary for successful job performance.
Ability to communicate clearly and concisely, both orally and in writing.
Ability to work calmly while remaining diplomatic, poised, and tactful.
Ability to use good judgment in all situations.
Ability to work accurately with interruptions.
Ability to establish and maintain cooperative working relationships with those contacted in the course of work including co-workers, outside agencies and the public.

Nice To Haves

Experience in a governmental setting.
Experience with a records management program.
Experience with SharePoint, Laserfiche, and cloud-based systems.
Experience with imaging processes and equipment.
Experience with information storage and retrieval systems.

Responsibilities

Develops, implements, and administers the District’s comprehensive records retention program in accordance with all legal requirements and policies.
Ensures the timely and proper execution and filing of all documents approved and/or executed by the Board of Directors, General Manager, or District staff.
Researches and participates in the development and implementation of the District’s records retention schedule, policies, and procedures for storing, tracking, securing, retrieving, and destroying records.
Evaluates, recommends, develops, and installs processes and emerging technologies to improve organization, metadata accuracy, workflows, efficiency, and effectiveness.
Receives, reviews, and monitors Public Records Act (PRA) requests, justifying non-disclosure and ensuring redaction of exempt portions.
Assists the public requestor by helping them identify records and information relevant to the request and ensures timely response.
Identifies, classifies, manages, and controls District records and information needs.
Coordinates disposition and storage of records, including archives and historical documentation protection.
Creates, maintains, organizes, indexes, classifies, prepares, and files records.
Develops and utilizes off-site, paper-based, electronic, and cloud-based repositories for maintaining active, inactive, vital, and historical District and Board records.
Coordinates the organization and standardization of District forms and templates.
Develops, provides guidance, and enforces governance policies for SharePoint sites, Teams environments, and other collaborative platforms.
Establishes naming conventions, folder structures, retention schedules, and access controls to maintain organized and compliant information ecosystems.
Coordinates and conducts record-keeping training programs and develops user guides and reference materials.
Conducts records and metadata surveys, inventories, and audits of cloud-based and collaborative spaces to ensure compliance.
Remediates non-compliant content and recommends process improvements.
Maintains retention schedule for all District and departmental policies and procedures.
Identifies policies needing annual review and notifies appropriate staff.
Proofreads all draft policies and procedures before obtaining signatures.
Distributes final versions of policies and procedures to staff.
Updates related District policy as needed.
Provides video/web conferencing technology support for Board, Committee, and other District meetings.
Performs a variety of administrative support duties and special assignments in support of Board Services.
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.
Attends and participates in professional groups to support continued engagement with emerging technologies and best practices related to information management.