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 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.

Qualification guidelines include:

• 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.

To apply, visit the City's online application portal and follow the instructions provided. Include relevant experience and education, list all periods of employment for the past 10 years, and attach required documentation.