Certified Records Manager

Certified Records ManagerThe City of Palm Springs is excited to announce the opportunity for the position of Certified Records Manager!THE CITY: Palm Springs, located in the Coachella Valley, is known for its luxurious yet relaxed lifestyle. Picture waking up to fresh air, surrounded by palm trees, and enjoying stunning mountain views. This city offers a perfect blend of nature and modern living for both residents and visitors. Palm Springs is ideal for families, offering numerous parks, gardens, and nature reserves for leisurely activities and wildlife encounters. With a wide range of attractions and events, there's always something fun for everyone in the family. To see the exciting things going on visit the Engage Palm Springs website. The City of Palm Springs is committed to cultivating a diverse, equitable, and inclusive workplace, from policies to inclusive healthcare, and making people of various backgrounds feel welcome and supported. To view our recent Human Rights Campaign score of 100%, visit the Municipal Equity Index (Download PDF reader) website.THE POSITION: This position is a member of the City Clerk's Office and is responsible for overseeing the primary function of the City Clerk's Records Management Program(s), including active records, archives, and access management, works closely with department liaisons to ensure management of City records with regards to business continuity, accessibility, and risk, including supporting consistent practices related to Public Records Act (PRA) compliance; oversees the initiatives to establish and maintain a publicly accessible records center for the records with permanent and long-term value to the City and community.Examples of Essential and General ResponsibilitiesEssential and other important responsibilities and duties may include, but are not limited to, the following:Develops, implements, and manages a comprehensive City-wide records and archives management program in accordance with current federal, state, and municipal legal requirements.Manages and responds to Public Records Act (PRA) requests, ensuring responses meet statutory timelines and legal standards; conducts records inventories and surveys.Plans, directs, and coordinates the maintenance and destruction of all City documents to include ordinances, resolutions, contracts, and meeting minutes per established policy.Establishes and enforces standards, administrative policies, and procedures for records management across city departments.Oversees, administers, and enforces the records retrieval and destruction schedule.Trains and assists City departments with the implementation of the records management program, applying City policies, procedures, and techniques.Serves as the City's subject matter expert on the Public Records Act, overseeing and coordinating PRA processes across all departments and providing guidance on legal requirements, exemptions, and best practices to ensure consistent, legally compliant PRA administration City-wide.Manages the City's archival program in accordance with legal and professional standards and best practices.Oversees the collection, classification, preservation, and accessibility of material with historical, administrative, cultural, research, or other significant value.Provides professional consultation to City departments, commissions, boards, and other partners on records management issues and research projects.Plans, supervises, and evaluates the work of assigned staff and provides professional development and coaching to achieve effective operations.Plans, implements, and oversees digitization projects as necessary; oversees document imaging production, quality control procedures, and off-site storage.Identifies grant opportunities, writes grant applications, and administers grant projects.Conducts regular audits of records management processes to ensure compliance and identify areas for improvement.Assists in conducting elections; attends City Council, Commission, and other civic or community-related meetings as needed.Performs other duties as assigned.Minimum and Preferred RequirementsMinimum requirements must be clearly demonstrated on the application to be considered, however, meeting the minimum requirements does not guarantee an invitation to compete further in the selection process. Experience requirements must be demonstrated in the "Work Experience" section of the application, other sections of the application will not be used to determine experience qualifications. (One year of work experience is the equivalent of 12 months of full-time work. "Full-time work" means at least 36 hours of work over a period of one week or 1,872 hours of work over a period of at least 12 months.) Qualifications noted as "desirable" or "preferred" are not included as part of the minimum requirements.Experience:Three (3) years of increasingly responsible experience in records management, archives, and municipal support, including indexing, retention, retrieval, and destruction of optical images, is required.Supervisory experience is preferred.Training:High school diploma or GED equivalent is required.Associate's degree in public or business administration, records management, or a closely related field is preferred.Specialized records management training, including the indexing, retention, retrieval, and destruction of optical images, is preferred.License or Certificates:Possession of, or ability to obtain, and maintain a valid California driver license with a satisfactory driving record is required. (A driving record may be deemed unsatisfactory for any of the following reasons: three or more moving violations or reportable accident within the last three years; conviction of driving under the influence within the last five years.)Certified Records Manager (CRM) certification is preferred.Special Requirements:Must Successfully complete a pre-employment background investigation, fingerprints, and physical.Must be willing and able to work various hours, including early mornings, evenings, weekends, and holidays.WORKING CONDITIONSThe following work environment and physical conditions described here are representative of those an employee encounters while performing essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions and expectations.This position regularly works in an office environment and travels from site to site; exposure to standard office equipment, including computers, phones, photocopiers, filing cabinets, and fax machines; regularly communicates in person and may require maintaining physical conditions necessary for sitting, standing, and bending for prolonged periods of time; manual dexterity and coordination; moderate lifting, carrying, pulling, pushing, bending; operating and driving a vehicle for extended periods.Application and Exam InformationA completed application, resume and supplemental questionnaire are required by the closing date and time. As a candidate for the position, you will want to be sure your application accurately reflects your skills and abilities as they relate to the position to achieve maximum opportunity. Applications will be reviewed carefully and only those who appear to have the best qualifications will be invited to continue in the selection process. Minimum requirements must be clearly demonstrated on the application to be considered as this information will be used to determine minimum qualifications. Experience requirements must be demonstrated in the "Work Experience" section of the application, other sections of the application will not be used to determine experience qualifications. Resumes and other documents may be submitted, however, they will not be used to determine minimum qualifications, please do not use phrases such as "see attached" or "see resume" as they will not be considered. Meeting the minimum requirements does not guarantee an invitation to compete further in the process. Minimum requirements must be met at the time of application submission unless stated otherwise. The selection process for this position may include one or more of the following: application review, qualification review, written exam, practical exam, oral panel exam, and department interview. Candidates must successfully pass each stage of the selection process above in order to continue to the next step. This process may be modified or changed depending on the number of qualified candidates. Please remember to submit all your application materials by the closing date and time. Incomplete or applications received after the closing date and time cannot be considered. All information on the application is subject to investigation and verification. For more information on completing your application materials click here. If you are ready to join the exciting Team Palm Springs and you meet the requirements detailed above, please click the apply button. For more information contact Human Resources at: The City of Palm Springs 3200 East Tahquitz Canyon Way Palm Springs, CA 92262 View phone number on click.appcast.io Applications must be received by 4:00 pm, November 19, 2026 in order to be considered for this opportunity. The City of Palm Springs reserves the right to accelerate or extend the "Closing Date" of open positions at any time, dependent upon the number of applications received. The City of Palm Springs is an equal employment opportunity employer and we encourage all persons to file applications. Applicants will be considered regardless of race, color, creed, national origin