Senior Records Specialist (Hourly)

City of Chula Vista•Chula Vista, CA

8d•Onsite

About The Position

This position performs highly responsible, specialized, technical, and confidential office administrative and advanced clerical support functions in support of the City Clerk’s Office city-wide Records Management Program or the Chula Vista Police Department’s police records unit. The current vacancy is located in the Police Department and will focus on fulfilling requests for records under the California Public Records Act. This is a part-time, non-benefited position limited to 919 hours of employment in a fiscal year (July 1 through June 30) with an average of less than 30 service hours per work week. Hours may vary between 0-16 hours per week, dependent upon the daily staffing needs of the department. Unclassified hourly employees are paid on an hourly basis and shall not be eligible for benefits nor be subject to Civil Services Rules. Although hourly employees are at-will, they are still subject to all other City policies and procedures. This class is the advanced journey level class of the Records Specialist series and is distinguished from the Records Specialist level by the degree of independence and specialized knowledge exercised in the performance of job duties. Employees at this level receive only occasional instruction or assistance as new or unusual situations arise and are fully aware of the operating procedures and policies of the work unit.

Requirements

Three years of responsible office administrative support experience.
One year must involve records management in a public agency.
Training equivalent to completion of the twelfth grade.
Knowledge of principles, practices, methods, and techniques of records and information management programs.
Knowledge of document imaging concepts and practices.
Knowledge of California Public Records Act.
Knowledge of English usage, spelling, grammar, and punctuation.
Knowledge of modern office methods, procedures, computer equipment, and computer software applicable to assignment.
Ability to perform a variety of complex, specialized and responsible clerical duties in support of the Records Management program.
Ability to review documents related to Records Management operations.
Ability to observe, identify and problem solve office operations and procedures.
Ability to understand, interpret, explain, and apply Federal, State, and local laws, codes, regulations, policies, and procedures.
Ability to review finished work products for accuracy and completeness.
Ability to learn organization procedures and operating details.
Ability to operate a personal computer with standard business software, including word processing, spreadsheet, database applications, and other standard office equipment.
Ability to demonstrate initiative and sound independent judgment within established guidelines.
Ability to communicate clearly and concisely, both orally and in writing.
Ability to understand and follow oral and written instructions.
Ability to establish and maintain effective working relationships with those contacted in the course of work.
Ability to work with various cultural and ethnic groups in a tactful and effective manner.

Nice To Haves

May need to possess a valid California driver's license as required by the position.

Responsibilities

Assist with the administration, organization, and implementation of the records management program in accordance with legal requirements and records management policies and procedures.
Assist with maintaining either the City's or Police Department’s active and inactive records and information and records storage system, including records filing and retrieval, assigning file codes, maintaining an inventory of all records and documents, and assisting with internal and offsite audits for legal retention requirements.
Assist in implementing records and information management policies and procedures.
Assist with fulfilling requests for records under the California Public Records Act to include assisting customers with creating an account and submitting records requests in the City’s online records request portal.
Receiving and reviewing requests submitted through various media (online portal, e-mail, mail, front counter and phone).
Assigning, routing and tracking records requests.
Working with staff from various departments to gather responsive records to fulfill requests.
Reviewing and redacting responsive records for release.
Downloading, sorting, and redacting email .pst files for requests.
Working with the City Attorney’s Office for review and redaction of responsive records.
Working with staff to answer follow-up questions from customers regarding their request and/or records.
Maintain the public records request database/online portal to include creating and maintaining accounts for staff.
Managing access levels for staff.
Running various reports for staff.
Developing and maintaining standard work for staff and customers.
Training staff and customers on use of records request portal.
Attending training and participating in demonstrations for updates on records request portal.
Making administrative level changes to records request portal as needed.
Conduct complex research to locate documents and records for Mayor, Council, staff, and the general public.
Prepare reports and other correspondence as needed.
Build and maintain positive working relationships with co-workers, other City employees and the public using principles of good customer service.
Perform related duties as assigned.
Serve as a California Law Enforcement Telecommunications System (CLETS) subject matter expert and trainer (when assigned to the Police Department).