Records Specialist

Salary : $62,337.60 - $75,732.84 Annually
Location : Ontario, CA
Job Type: Varies
Job Number: 090226 Records Specialist
Department: Records Management
Opening Date: 09/14/2026
Closing Date: 9/28/2026 11:59 PM Pacific
FLSA: Non-Exempt
Bargaining Unit: CON


The Position
Records Specialist

(Full-Time/Part-Time)

The eligibility list established from this recruitment will be used to fill current vacancies and any vacancies that occur within one year from the established date.
Are you interested in a career in public service where you can make a positive impact on the community? Do you consider yourself to be organized and personable? If so, the City of Ontario has an exciting career opportunity for a well-qualified applicant interested in joining the Records Management team as a Records Specialist. The City of Ontario's City Clerk / Records Management Department has an excellent opportunity for a Records Specialist. The Records Specialist is responsible for providing a variety of records management support and clerical services for the City Clerk / Records Management Department.

The Ideal Candidate


The ideal candidate will possess the following:

• Provide excellent customer service to the public.
• Demonstrate attention to detail and professionalism.
• Be dependable and reliable.
• Respond to requests with promptness and efficiency.
• Demonstrate competence and knowledge when assisting customers.
• Provide effective support to representatives from various departments and agencies served by the department.

Additionally, the successful candidate will embody the qualities of a "Five Tool Player" - Leader, Thinker, Communicator, Operator and Public Servant - and the principles of the City's Customer Service Philosophy - Empathy, Respect, and Problem Solving.

Part-time/Temporary positions are scheduled to work no more than 29 hours per week and are not eligible to participate in the City's health insurance or retirement plans.

The following procedures will apply:

• The Eligibility List will consist of both internal and external applicants who meet the qualifications and successfully complete any required selection processes.
• The hiring department has the discretion to consider internal applicants on the Eligibility List prior to considering external candidates on the Eligibility List.
• The City of Ontario reserves the right, if necessary, to accept only the first one hundred (100) applications from applicants that meet the qualification guidelines below.
• Completed applications will be reviewed and only qualified applicants whose qualifications best meet or exceed the requirements of the position and needs of the City will be invited to participate further in the selection process.

Management Services Agency

The Management Services Agency implements the goals and policy direction of the City Council through professional administration and leadership of the City's executive team and staff. The Ontario City Council continues to amplify the existing community momentum - providing quality municipal services, programs, and projects to build a better tomorrow for the residents and businesses of Ontario.
The City of Ontario is a dynamic leading community in the Inland Empire with a variety of full-time and part-time employment and volunteer opportunities. Ontario enjoys the reputation of being a progressive City which provides solid leadership to its citizens and to the business community. The City provides a full range of services to the community including, but not limited to: Police, Fire, Management Services, Community Life & Culture, Community Development, Economic Development, Public Works and the Ontario Municipal Utilities Company. The City's team is staffed with approximately 1,517 full-time equivalent diverse and talented employees who work to support a common goal of providing excellent service to the community.

The City's vision for the future is very exciting, and we foresee tremendous growth within the years to come. We welcome you to view the City of Ontario's 2026 State of the City video by clicking on the link below as well as the other links to learn more about the City:
State of the City The Ontario Plan
Smart Ontario Downtown Ontario

Examples of Essential Functions


The essential functions typically performed by the Records Specialist include the following:

• Processes, indexes, files and retrieves official City documents, records and archives including ordinances, resolutions, contracts, bonds, agreements, deeds, insurance documents, and meeting minutes; reviews documents for legal and procedural accuracy.
• Researches and responds to authorized information requests from the public, businesses, outside agencies, and City staff; including all types of archived records, ordinances, codes, and policies.
• Posts, verifies and enters City records information into database; processes and audits documents and records inventory system to maintain and locate records.
• Operates a variety of electronic document imagining and micrographic equipment to store information; reviews quality of image and accuracy of indexing.
• Receives, logs, opens and monitors bids; maintains custody of bid bonds.
• Compiles and maintains records for all City departments in a centralized records center and within the City's electronic record repository; may prepare records for storage; shelves, retrieves, audits, and stores boxed records.
• Prepares and processes departmental logs, including the processing of City ordinances, resolutions, reports and bonds.
• Maintains and updates departmental reference materials; screens and directs department mail and phone calls.
• Prepares and edits general correspondence, memorandums and documents to the public,
  businesses, outside agencies, and other department representatives.
• Assists the Assistant City Clerk/Records Management Director with the preparation of City Council agendas in accordance with the Brown Act.
• Occasionally attend City Council Meetings .
• May assist with the training of temporary and volunteer staff.
• Performs other related duties as assigned.

Qualification Guidelines
Education

High school diploma or recognized equivalent.
Experience

Three (3) years of administrative support experience, including records maintenance and filing.
Desirable

• Public agency experience with City Clerk's functions or in the records management field.
• Associate's degree from an accredited college or university, or currently enrolled in school.

Supplemental Information
How to Apply
Apply online by clicking on the "Apply" link at the top of this announcement. If this is the first time applying for a position using governmentjobs.com, you will be prompted to create a new user account, otherwise, log in with your username and password. Your application and responses to any supplemental questions will be used to evaluate your qualifications for this position. It is suggested that your application include the following:

• List any relevant experience and education that demonstrates that you qualify for the position.

• List all periods of employment for at least the past 10 years, beginning with your most recent or present employer (including, if applicable, all employment with the City of Ontario).

• Separately list each position held, including different positions with the same employer.

A resume may be attached to your application but will not substitute for the proper completion of your application. Applications that are not properly completed may be rejected.

NOTE: Transcripts from colleges, universities or technical schools outside of the United States must be assessed for U.S. equivalency by a NACES educational credential evaluation service. Failure to provide a transcript or credential evaluation report will result in your application being rejected and you will not be able to continue in the selection process for this position.
Application Process
Applicants are required to submit required certification(s) or other required documentation as outlined in the Qualifications Guideline section of this bulletin. Please use the attachment function found on the City's online application to attach copies of the requested certification(s) or other documentation. Failure to attach required documentation may result in the rejection of your application. Please contact the Human Resources/Risk Management Agency if you have any questions regarding the application process.
Your application is the primary tool used to evaluate your job qualifications. It is important that your application show all the relevant education and experience you possess. Failure to complete these sections may result in the rejection of your application.
Supplemental Questions
To complete your application for this position, you may be prompted to respond to supplemental questions. This information will be used as part of the application screening and selection process and is designed to help you present your qualifications for this position. This may include a selection step in which your application and supplemental questions are reviewed and scored by a panel of raters familiar with this position.
Incomplete responses, false statements, omission, or partial information may result in disqualification from the selection process. Your responses should be consistent with the information provided on your application.
Please provide succinct, concise, descriptive, and detailed information for each question. If you have no experience, write "no experience" for the appropriate question.
Email Notices

Email is the primary way that the Human Resources/Risk Management or Hiring Department will communicate with you. Please check your email account (including the SPAM folder) on a regular basis for any emails related to the application or selection process. Emails from the City of Ontario will come from "@ontarioca.gov" or "governmentjobs.com." If you change your email address after submitting your application please visit governmentjobs.com and update your profile.

Frequently Asked Questions

If you have any additional questions regarding the application process, please refer to our page.
The City of Ontario values the health and wellness of our employees and their families. We understand benefits are an important part of your total compensation and we take pride in offering a comprehensive benefit package. Please check out our excellent benefit packages


Employees in this classification are under the Confidential Employees Compensation and Benefits Profile. For a list of benefits for Confidential employees please click here
01



INSTRUCTIONS: The information on your application and the following supplemental questionnaire will be a primary tool in the evaluation of your qualifications for this position. The information you provide will be reviewed and used to determine your eligibility and to further identify those applicants who are best qualified to continue in the selection process for this position. Incomplete responses, false statements, omissions, partial information or AI-generated responses may result in disqualification from the selection process. Resumes may be attached, but they will not be accepted in lieu of completing the job experience section of the application or the supplemental questions. Responses to the supplemental questions that indicate "see resume" are considered incomplete. By checking the 'Yes' response below, I indicate that I have read the job bulletin and these instructions for completing the supplemental questionnaire. Additionally, I certify that my application and supplemental answers accurately reflect my training, education and experience; and I understand that my responses are subject to verification.

• Yes, I understand the above statement.

02


All appointments to this position are required to provide proof of completion of the listed education requirements. Acceptable forms of proof include Unofficial Transcripts, Official Transcripts, Photos and/or Photocopies of Institutional Degrees/Certifications. This must be provided by way of attachment to your online application or as an email attachment sent to the Hiring Agency Representative conducting the reference check. Failure to provide the required documentation at, or before, time of the reference check process will result in disqualification. If you require clarification on this requirement, please call the City of Ontario Recruitment Team at View phone number on click.appcast.io.Please indicate that you have read the statement above by selecting "Yes."

• Yes
• No

03


Which of the following best describes your highest related level of education?

• High School Diploma or Equivalent
• Some College Coursework
• Associate's Degree
• Bachelor's Degree
• Master's Degree
• None of the Above

04


Please select the years of administrative support experience, including records maintenance and filing. Note: Failure to include this experience in the Work Experience Section of your application may result in disqualification of your application.

• No experience.
• Less than 1 year.
• 1 year or more but less than 2 years.
• 2 years or more but less than 3 years.
• 3 years or more.

05


Do you possess public agency experience with City Clerk's functions or in the records management field?

• Yes
• No

06


Please describe your experience related to records retention and destruction as well as processing (or responding to) public information requests.
07


Please indicate which opportunities you will be interested in for the Records Specialist classification.

• Part-Time Only
• Full-Time Only
• Both Part-Time and Full-Time

Required Question