Job Description
Salary: $7,203.21 - $8,755.54 Monthly
Location : Chula Vista, CA
Job Type: Permanent, Full-Time
Job Number: 25221103
Department: City Clerk
Opening Date: 03/26/2025
Closing Date: 4/24/2025 5:00 PM Pacific
Description and Essential Functions The Records Manager will plan, organize and direct the activities of the Records and Information Management division within the City Clerk's Office under the direction of the Records Division Deputy Director of City Clerk Services; perform a variety of complex duties in the administration of the Citywide Records and Information Management (RIM) program, including maintenance and preservation of Citywide records, developing, implementing and maintaining records-related policies and procedures, developing and delivering Citywide public records education and training, leading the day-to-day activities of the Records and Information Management (RIM) division of the department; coordinate division activities with other divisions, City departments and the public; and perform related work.
NOTE: Newly-hired employees in this position may receive up to $5,000 relocation allowance for expenses incurred for the relocation of the employee and their immediate family to San Diego County. Additionally, this position is eligible for the Employee Referral Program. Eligible employees that make a successful referral will receive either 16 hours of leave or a referral payment of up to $3,000.
Essential Functions Functions may include, but are not limited to, the following:
- Administer, maintain, and preserve the Citywide Records and Information Management (RIM) program.
- Develop, implement, and maintain policies and procedures that govern the management and release of records and information, including the Citywide Records Retention Schedule, in consultation with City departments, elected officials, legal counsel, and other stakeholders and in accordance with State law and other applicable regulations.
- Develop, implement, and promote Citywide public records procedures and ensure compliance with records-related regulations for the retention, management, disclosure, and disposition of Citywide public records.
- Maintain and preserve the official records, including confidential files of the City.
- Develop, implement, and promote Citywide public records procedures and ensure compliance with records-related regulations for the retention, management, disclosure, and disposition of Citywide public records.
- Oversee and coordinate the fulfillment of public records requests and ensure that California Public Records Act (CPRA) requests are processed in compliance with applicable regulations and procedures.
- Plan, prioritize, assign, review and evaluate the work of subordinate staff responsible for preparing and transmitting documents for recording, filing and indexing current documents, imaging vital and permanent records; and fulfilling requests for records under the CPRA.
- Stay abreast with, interpret, apply, and explain codes, laws, rules, and regulations associated with public records and the CPRA.
- Recommend and assist in the implementation of goals and objectives; establish schedules and methods; implement policies and procedures.
- Evaluate operations and activities of assigned responsibilities; recommend improvements and modifications; prepare various reports on operations and activities.
- Participate in the selection of staff; provide or coordinate staff training; work with employees to correct deficiencies; implement discipline procedures.
- Index and transfer inactive records from all departments to long-term storage; retrieve and track inactive records requested by departments.
- Train staff from City departments in records management and preservation, software use, retrieval procedures, and other records and information management procedures and policies.
- Provide assistance to the Mayor, City Council and City staff related to City records, including identifying and locating records for public records requests, litigation, subpoenas and historical information.
- Serve as records software administrator; manage users, develop manuals and procedures, and provide training and support Citywide, including troubleshooting problems, working with vendors and software developers to resolve issues, and communicating with users.
- 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.
To view the complete job description,
Minimum Qualifications Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:
Four (4) years of increasingly responsible experience in records and information management, including one year of lead or supervisory experience and training equivalent to a Bachelor's degree in public administration, business office technology, or a closely related field.
License(s) or Certificate(s) : Possession of a valid California Driver's License is required at the time of appointment and for the duration of employment. Certification as a Notary Public by the State of California is required within six months from hire. Certified Records Manager and Certified Municipal Clerk or Master Municipal Clerk designations are highly desirable.
Knowledge, Skills and Abilities / Physical Demands and Working Conditions Knowledge, Skills and Abilities Knowledge of: California Public Records Act; Federal, State and local laws and regulations related to the retention, maintenance and disclosure of records; document management systems; electronic records technology; municipal functions and processes; principles and practices of project management; principles and practices of supervision, training and performance evaluation; methods and techniques of records management to include indexing, filing, storage, retrieval, storage, and disposal of records; document management software, preferably Laserfiche; public records keeping practices and legal requirements including retention and legal destruction procedures; English usage, spelling, grammar, and punctuation; modern office management practices and methods; computer equipment and software applications related to assignment.
Ability to: supervise, coordinate and facilitate a Citywide records and information management program; use computer software programs and hardware and other technology pertinent to area of specialization; supervise, train and evaluate assigned staff; effectively handle multiple priorities, be detail-oriented, organize workload and meet strict deadlines; communicate clearly and concisely, both orally and in writing; interpret, explain, and apply regulations and departmental policies and procedures including those related to records and information management; establish and maintain effective working relationships with those contacted in the course of work; work with various cultural and ethnic groups in a tactful and effective manner.
Physical Demands and Working Conditions On a continuous basis, sit at desk for long periods of time, intermittently twist to reach equipment surrounding desk; perform simple grasping and fine manipulations; use telephone, and write or use a keyboard to communicate through written means; and lift or carry weight of 25 pounds or less. See in the normal vision range with or without correction to read typical business documents and computer screens; hear in the normal range with or without correction. Primary work is performed indoors in a carpeted and air-conditioned office environment with fluorescent lighting and moderate noise level; there is some exposure to the external environment when going to outlying offices. Work is frequently disrupted by the need to respond to in-person and telephone inquiries. Periodic work at the City's offsite records storage facility is required. Participation in evening meetings may be required. Employees may be required to work evenings to attend meetings or complete assigned work within prescribed timelines.
Additional Information Recruitment No. 25221103 To be considered, applicants must submit an online City application and supplemental questionnaire by 5:00 p.m. on the closing date listed. Candidates whose applications indicate education and experience most directly related to the position will be invited to participate in the selection process. All notices will be sent via email.
Unless otherwise noted, a passing score must be achieved at each step of the selection process in order to have your name placed on the eligibility list for hiring consideration. Note that the examination materials for this recruitment are validated, copyrighted and/or inappropriate for review. The eligibility lists established as a result of this recruitment will be for a duration of six (6) months, unless otherwise extended.
Middle Management/Professional Benefit Summary: Click
01
The supplemental questionnaire is used to further evaluate your experience and education to determine your eligibility for this position. Please answer each question accurately and thoroughly. To be considered for this position, the experience you indicate in your responses to the supplemental questions must also be described, in detail, on the
Work History/Experience section of your Employment Application. Failure to complete the "Work History/Experience" section of the employment application will result in your application not being considered. Please do not refer your response to your resume. A resume will
not be considered in determining your qualifications.
- I have read and acknowledge the instructions stated above.
02
EDUCATION : Which of the following best describes your highest level of education?
- Bachelor's degree or higher
- Associate's degree
- Some college, but no degree
- High school graduate or equivalent
03
EXPERIENCE: Which best describes your number of years of increasingly responsible experience in municipal records management and document imaging systems:
- No experience.
- Less than two years.
- At least two, but less than four years.
- At least four, but less than six years.
- Six or more years.
04
EXPERIENCE: This position requires at least four years of increasingly responsible experience in records and information management. Please describe where you obtained this experience including your position title, dates of employment, and types of records management duties performed. If not applicable, please indicate "N/A."
05
EXPERIENCE: Please describe your experience developing, implementing, and/or administering a comprehensive Records and Information Management (RIM) program. If not applicable, please indicate "N/A."
06
EXPERIENCE: Please describe your project management experience, including types of project, team role, etc. If not applicable, please indicate "N/A."
07
EXPERIENCE: Please describe your professional work experience developing, implementing, and delivering policies, procedures, and training. If not applicable, please indicate "N/A."
08
EXPERIENCE: Please describe in detail your experience working with public records requests and applying the California Public Records Act.
09
EXPERIENCE: This position requires at least one year of lead or supervisory experience. Please describe where you obtained this experience including your position title, dates of employment, and types of supervisory duties performed. If not applicable, please indicate "N/A."
10
APPLICANT'S ACKNOWLEDGMENT - NOTIFICATION VIA ELECTRONIC MAIL (E-MAIL) The City of Chula Vista's Human Resources Department uses electronic mail (e-mail) to notify applicants of important information relating to the status and processing of your application. We do so as part of our ongoing efforts to increase operational efficiency, promote the conservation of green resources, and minimize delays and costs. Therefore, as an applicant, you are hereby advised of the following:
1. Ensure that the email address and contact information you provide is current, secure, and readily accessible to you. Do not share email addresses. Spam or other filters should be adjusted to accept our emails.
We will not be responsible in any way if you do not receive our emails , i.e., for the non-delivery of email or if you fail to check your email-box on a timely basis, etc.
2. Read any notices we send carefully and in a timely manner. Follow further instructions, if any. We recommend that you print and keep a hard copy of our notices for your records.
- I acknowledge that I have read, understand, and agree to the above.
Required Question City of Chula Vista, CA
Job Tags
Permanent employment, Full time, Work experience placement, Local area, Immediate start, Relocation, Relocation package, Afternoon shift,