Public Records Coordinator

Description

Are you passionate about public service organization and helping people access the information they need The City is seeking a detail-oriented and service-minded Public Records Coordinator to help ensure the public records request process is responsive transparent and this role youll coordinate requests from start to finish collaborate with departments across the organization and help connect the community with public information. If you enjoy bringing people and processes together and take pride in making a meaningful difference behind the scenes we invite you to be part of a team committed to accountability trust and service to our community. Additional recruitment information: This position will be posted through October 30 2026 or until 200 applications are received applicants interested in the position are strongly encouraged to apply as soon as possible. Please note the tentative outline for this recruitment process: Job posting will run through October 30 2026 or until 200 applications are received. After the application screening process applicants meeting the qualifications will be invited to the written examination date and exam details TBD. Those with a passing score will be invited to the in-person interview process. SUMMARY DESCRIPTION Under general supervision the Public Records Coordinator is responsible for independently performing advanced para-professional and administrative duties in support of the City of Antiochs public records and records management programs ensuring compliance with the California Public Records Act (CPRA) records retention laws and all other applicable legal requirements. The position coordinates the Citys response to public records requests promotes consistent records management practices across all departments and serves as a technical resource on records access retention and disclosure requirements. Work requires collaboration with City departments the City Attorneys Office external agencies and the public to balance transparency legal compliance and operational efficiency. The Public Records Coordinator is expected to identify opportunities for process improvements recommend best practices and perform a full range of responsibilities with minimal supervision while providing responsive professional customer service. The position plays a critical role in advancing the Citys commitment to accountability transparency and effective stewardship of public records. DISTINGUISHING CHARACTERISTICS The Public Records Coordinator is an advanced para-professional classification responsible for coordinating and administering the Citys public records request process and supporting the Citys records management program. The position requires proactive leadership and sound independent judgment to navigate the Citys obligations under the California Public Records Act (CPRA) retention requirements and established City policies and procedures. Incumbents are responsible for coordinating public records requests conducting records research facilitating interdepartmental responses recommending process improvements and serving as a technical resource to City staff on records management and disclosure requirements. This classification is distinguished from the Analyst classifications in that its primary focus is the specialized administration of the Citys public records and records management functions. While Analyst classifications typically perform broad organizational operational budgetary policy and program analysis across a variety of City functions the Public Records Coordinator applies specialized technical knowledge of public records laws records retention disclosure requirements and records management systems. The Public Records Coordinator emphasizes regulatory compliance records administration and coordination of public records requests rather than conducting broad administrative or policy analyses or managing Citywide programs.

Examples of Duties

The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices. Administers and coordinates the Citys Public Records Request Program and records management program to ensure compliance with the California Public Records Act (Government Code 7920 et seq.) records retention laws and other applicable federal state and local laws regulations and City policies. Serves as the Citys primary coordinator for Public Records Act requests by receiving logging tracking reviewing coordinating and responding to requests within statutory timelines; collaborates with City departments and the City Attorneys Office to identify responsive records determine disclosure requirements apply statutory exemptions and ensure appropriate redactions when required by law. Provides guidance and assistance to members of the public and City staff regarding public records requests records accessibility disclosure requirements records retention and applicable policies and procedures. Develops implements maintains and periodically updates the Citys Records Retention Schedule records management policies procedures and administrative guidelines in accordance with legal requirements and industry best practices. Conducts records inventories audits and program assessments to evaluate departmental compliance with records retention schedules records management standards and applicable legal requirements; recommends and implements corrective actions and process improvements. Coordinates the retention storage retrieval archival preservation transfer and authorized destruction of City records including administration of off-site storage and records destruction contracts and vendors. Maintains and administers records management databases electronic records systems and related tracking tools to accurately document the lifecycle of City records and monitor Public Records Act requests. Evaluates existing records management practices and recommends improvements to business processes electronic records management systems document imaging digitization initiatives and technologies that enhance efficiency transparency legal compliance and public access. Provides technical guidance and consultation to departments regarding records management practices document preservation records retention requirements and compliance with applicable laws and regulations. Assists the City Clerk with legislative and administrative functions including the preparation processing publication distribution and retention of ordinances resolutions agendas minutes public hearing notices and other official City records as assigned. Coordinates Fair Political Practices Commission (FPPC) compliance activities including Statements of Economic Interests (Form 700) Conflict of Interest Code updates and other required filings; coordinates filings with the California Secretary of State Contra Costa County Elections and other governmental agencies as assigned. Develops and delivers training programs and educational materials related to Public Records Act compliance records management records retention and applicable City policies and procedures. Prepares correspondence reports statistical analyses presentations budget recommendations and other administrative documents related to assigned programs and projects. Represents the City on committees professional organizations and interagency meetings related to records management transparency and public records administration. Perform related duties as assigned. Typical Qualifications

The following generally describes the knowledge and ability required to enter the job and/or be learned within a short period of time in order to successfully perform the assigned duties. Knowledge of:

Principles practices methods and technologies of public records administration records management records retention records preservation archives management and information governance. The California Public Records Act (Government Code 7920 et seq.) applicable exemptions from disclosure records retention requirements privacy and confidentiality laws litigation holds and other federal state and local laws governing the maintenance retention disclosure and destruction of public records. Municipal government organization functions operations and the role of the City Clerk in legislative records management and public transparency. Principles and practices for developing implementing and maintaining records retention schedules records management policies procedures and administrative guidelines. Electronic records management systems (ERMS) document imaging digital records preservation enterprise content management systems document indexing records retrieval document lifecycle management and emerging records management technologies. Principles and practices of records classification file organization indexing document storage archival preservation and lawful disposition of public records. Methods for researching collecting reviewing organizing and producing records in response to Public Records Act requests. Principles of records redaction confidential information management and application of statutory exemptions and privileges. Applicable Fair Political Practices Commission (FPPC) requirements Statements of Economic Interests (Form 700) Conflict of Interest Code administration and related public disclosure requirements. Principles of business communication report preparation records documentation and technical writing. Customer service principles and techniques for effectively assisting the public City staff elected officials legal counsel vendors and other governmental agencies. Modern office practices business technologies computer applications database management spreadsheets document management systems and software used to administer records management and Public Records Act programs. Correct English usage grammar spelling punctuation and business correspondence. Ability to:

Independently administer and coordinate the Citys Public Records Act and records management programs while ensuring compliance with applicable laws regulations and City policies. Interpret and apply the California Public Records Act records retention laws confidentiality requirements and applicable legal exemptions in consultation with the City Attorneys Office when appropriate. Receive evaluate prioritize coordinate track and respond to complex Public Records Act requests within statutory deadlines. Research identify collect organize review redact and produce public records in accordance with legal requirements while protecting confidential and exempt information. Develop implement and improve records management policies procedures retention schedules and administrative practices that promote operational efficiency transparency and legal compliance. Analyze records management operations and recommend process improvements workflow enhancements and technology solutions to improve records accessibility retention and lifecycle management. Coordinate records inventories storage retrieval archival preservation and authorized destruction of records in accordance with approved retention schedules. Utilize electronic records management systems document management software databases spreadsheets and other technology to effectively manage records and Public Records Act workflows. Prepare clear concise and accurate correspondence reports policies procedures training materials and other administrative documents. Plan organize prioritize and manage multiple assignments simultaneously while meeting statutory deadlines and maintaining a high degree of accuracy and attention to detail. Exercise sound independent judgment discretion diplomacy and professionalism when handling sensitive confidential or legally protected information. Provide technical guidance and training to City departments regarding Public Records Act compliance records retention and records management best practices. Communicate effectively both orally and in writing with City staff elected officials attorneys members of the public contractors and representatives of governmental agencies. Establish and maintain effective working relationships with individuals at all organizational levels and with external agencies while providing exceptional customer service. Represent the City professionally in meetings committees interagency workgroups and public interactions related to records management and public records administration. Education and Experience Guidelines Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Education/Training:

Bachelors degree from an accredited college or university with major course work in public administration business administration political science public policy urban studies social sciences communications finance or a related field; or a high school diploma/GED and four (4) years experience coordinating public records requests records management and administration. Experience:

Three (3) years of increasingly responsible professional experience in public records requests records management and administration compliance monitoring public administration community development housing economic development fiscal management program management policy analysis or a related field. License:

Possession of a valid California drivers license. For out-of-state candidates we will accept an out-of-state drivers license at the time of application; however a valid California drivers license must be obtained by the time of appointment. Possession of a Certified Municipal Clerk (CMC) Certified Records Manager (CRM) or equivalent professional certification is desirable. Employees may be required to obtain job-related certifications within a specified period after appointment as determined by the City. PHYSICAL DEMANDS AND WORKING ENVIRONMENT The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions. Environment Work is performed primarily in a standard office setting with some travel to different sites; incumbents may be required to work extended hours including evenings and weekends and may be required to travel outside City boundaries to attend meetings. Must be willing to attend meetings seminars and workshops outside of normal working hours. May be required to work overtime. May be required to work weekends. Physical Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop bend kneel crouch reach and twist; to lift carry push and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; and to verbally communicate to exchange information. FLSA: Non-Exempt Created: July 2026 This class specification identifies the essential functions typically assigned to positions in this class. Other duties not described may be assigned to employees in order to meet changing business needs or staffing levels but will be reasonably related to an employees position and qualifications. Other duties outside of an individuals skill level may also be assigned on a short-term basis in order to provide job enrichment opportunities or to address emergency situations.

Supplemental Information

EEO/ADA: The City of Antioch is an Equal Employment Opportunity (EEO) and Americans with Disabilities Act (ADA) compliant employer committed to providing equal employment opportunity to all employees and applicants. If you have a disability and require accommodations in the testing process please contact Human Resources at or prior to the final filing date.

Required Experience: IC