Records Coordinator

Salary : $64,147.20 - $77,958.40 Annually
Location : 123 Main Street, P.O. Box 520, Pleasanton, CA
Job Type: Full-Time, Permanent
Job Number: View phone number on click.appcast.io
Department: City Manager
Opening Date: 08/17/2026
Closing Date: 8/31/2026 11:59 PM Pacific
FLSA: Non-Exempt
Bargaining Unit: 1000

The City of Pleasanton is seeking a detail-oriented and collaborative professional to serve in the role of Records Coordinator in the Office of the City Clerk . This position plays a vital role in maintaining the integrity, accessibility, and organization of the City's official records, both digital and physical. The ideal candidate will bring experience in records management within a public agency environment, ensuring compliance with legal requirements and best practices for transparency and accountability. As a key member of a small, positive, and service-oriented team, you'll help implement and improve systems that preserve the City's official history while supporting efficient and responsive public service.
We're Looking For Someone Who is:

• Organized, methodical, and passionate about keeping information structured and accessible.
• Comfortable using and learning new technology systems for records management.
• Able to communicate clearly and tactfully with staff and the public.
• A problem-solver who enjoys improving processes and finding efficiencies.
• Dependable and self-motivated, with a strong sense of responsibility and integrity.

In This Role, You Will:

• Administer the City's records management program, ensuring compliance with retention schedules and legal requirements.
• Manage the archival, organization, and destruction of physical and digital records.
• Implement and maintain technology and best practices for document management systems.
• Coordinate and respond to Public Records Act requests in compliance with regulations and California statutes.
• Train and advise City staff on proper records handling procedures and protocols.
• Collaborate with departments to develop, maintain, and refine citywide records management processes.

A Few Reasons You'll Love Working with Us:

• You'll preserve the City's official history and promote government transparency.
• Each day brings new challenges, from handling public records requests to supporting meetings and special projects.
• You'll be part of a small, upbeat, and supportive team that values communication, flexibility, and humor.
• Expand your knowledge in records management, technology systems, and public administration.
• Experience the satisfaction of bringing order and clarity to complex information.
• Contribute to a mission of openness, accuracy, and accountability for the Pleasanton community.

A Few Challenges You Might Face:

• Managing multiple priorities in a small, fast-paced team environment where flexibility and initiative are essential.
• Handling time-sensitive and sometimes complex public records requests with professionalism and accuracy.
• Navigating differing departmental approaches to records management while promoting consistency and compliance.
• Staying current with evolving technology systems and best practices in digital records management.
• Occasionally lifting and moving boxes of records as part of archival or destruction processes.

The Ideal Candidate Will Be:

• Highly organized, detail-oriented, and proactive.
• Knowledgeable in municipal records management principles, laws, and best practices.
• Skilled in using and administering electronic records management systems.
• Adaptable and eager to learn new technologies and processes.
• A clear, tactful communicator who works well with a wide range of people.
• Self-motivated and resourceful, with a strong sense of ownership in their work.

For more information about the position, please refer to the job description by visiting the following link: Records Coordinator.

Minimum Qualifications
Any combination of education, experience, and training that would provide the best qualified candidates. A typical way to obtain the knowledge, skills, and abilities would be:

Education:

High School graduation or GED equivalent supplemented by specialized training in municipal records management.

Experience:

Three years of administrative experience that involves the administration, development and/or implementation of records management programs, preferably within a municipal or City Clerk's Office.
Special Requirements:
May require possession of a valid California Class C driver's license and a satisfactory driving record as determined by the City.


Certified Records Manager credential is highly desirable.

Administration of Public Records Act Management experience is highly desirable

Current notary or ability to become one is desired.
Ability to lift 30 pounds and above is desired.
Recruitment Process

Application: To be considered for this position, please submit your application through our online application process at Click on "Job Opportunities".

SELECTION PLAN Applicants will be informed via email with reasonable notice in advance of any examination process which will require their attendance. The following dates are tentative and subject to change based on the need of the Agency:
TENTATIVE SELECTION PLAN
Application Filing Deadline:
11:59 p.m. Monday, August 31, 2026
Review of Minimum Qualifications:
Week of September 1, 2026
Panel Interview:
Week of September 16, 2026
WE RESERVE THE RIGHT TO MAKE CHANGES TO THE ANNOUNCED RECRUITMENT & SELECTION PLAN

• Choice of One of Four Comprehensive Health Plans
• Dental and Vision Coverage Plans
• Life Insurance and AD&D Coverage of $35,000
• 11 Paid Holidays
• Floating Holidays
• Paid Sick Leave
• Short/Long Term Disability Plans
• Annual Vacation Beginning with 10 Days
• Education Incentive Pay
• 457 Deferred Compensation Plan, City Contribution - no required employee contribution
• Section 125 Flexible Spending Account
• Employee Assistance Program
• CalPERS Retirement

01


How many years of general office administrative experience do you have?

• Zero to one year
• One to three years
• Three to five years
• Five or more years

02


How many years of experience do you have coordinating, processing, tracking, or responding to requests under the California Public Records Act (Government Code section 7920.000 et seq.)?

• Zero to one year
• One to three years
• Three to five years
• Five or more years

03


What is your level of experience using an electronic document and/or records management system to classify, retain, retrieve, archive, or dispose of records?

• User level - data entry and research
• Administrator level - manage system settings, user permissions, and workflow
• Trainer level - system implementation, creating operating procedures, policy alignment
• None

04


Please indicate the types of records-related software systems you have experience with as either a user or administrator level (can select more than one):

• Records repository
• Public records
• Agenda management
• None of the above

05


Which statement best describes your experience applying records retention schedules and coordinating the archival or authorized destruction of records?

• No experience
• Assisted with records retention, archival, or destruction activities under direction
• Independently applied established retention schedules and coordinated records disposition
• Developed, updated, or implemented retention procedures or schedules
• Led a citywide or agency wide records retention and disposition program

06


Do you currently possess any of the following credentials or qualifications?

• Certified Records Manager (CRM)
• Current California Notary Public commission
• Both CRM and current California Notary Public commission
• Neither credential, but willing and able to obtain a notary commission if required
• Neither credential and not currently willing or able to obtain a notary commission

07


This position desires candidates with the ability to safely lift, carry, move, and/or place boxes, files, and other materials weighing up to 30 pounds, with or without reasonable accommodation. Are you able to meet this requirement?

• Yes
• No

Required Question