Records Specialist

Records Specialist 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 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. 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. 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. 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. 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 Frequently Asked Questions page. City of Ontario