Senior Records Specialist (Hourly)

Position Summary Perform highly responsible, specialized, technical and confidential office administrative and advanced clerical support functions in support of the City Clerk’s Office city-wide Records Management Program or the Chula Vista Police Department’s police records unit. The current vacancy is located in the Police Department and focuses on fulfilling requests for records under the California Public Records Act. Employment Type Part‑time, non‑benefited position limited to 919 hours of employment per fiscal year (July 1 – June 30) with an average of less than 30 service hours per week. Hours may vary between 0 – 16 hours per week depending on daily staffing needs. Distinguishing Characteristics This class is the advanced journey level of the Records Specialist series and is distinguished from the Records Specialist level by the degree of independence and specialized knowledge exercised. Employees at this level receive only occasional instruction or assistance as new or unusual situations arise and are fully aware of the operating procedures and policies of the work unit. Supervision Receives direction from an assigned supervisor and exercises technical and functional supervision over assigned staff. Essential Functions Assist with the administration, organization, and implementation of the records management program in accordance with legal requirements and records management policies and procedures. Maintain the City’s or Police Department’s active and inactive records and information, including records filing and retrieval, assigning file codes, maintaining an inventory, and assisting with internal and off‑site audits for legal retention requirements. Implement records and information management policies and procedures. Fulfill requests for records under the California Public Records Act: assist customers with creating an account and submitting requests in the City’s online records request portal; receive and review requests submitted through various media; assign, route and track records requests; collaborate with staff from various departments to gather responsive records; review and redact responsive records for release; download, sort, and redact email .pst files; work with the City Attorney’s Office for review and redaction of responsive records; and answer follow‑up questions from customers. Maintain the public records request database/online portal: create and maintain staff accounts, manage access levels, run reports, develop and maintain standard work, train staff and customers, attend training and participate in demonstrations, and make administrative level changes as needed. Conduct complex research to locate documents and records for the Mayor, Council, staff, and the general public. Prepare reports and other correspondence as needed; build and maintain positive working relationships with co‑workers, other City employees and the public using principles of good customer service. Perform related duties as assigned. When assigned to the Police Department: serve as a California Law Enforcement Telecommunications System (CLETS) subject‑matter expert and trainer. Qualifications 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: Three years of responsible office administrative support experience. One year of experience involving records management in a public agency. Training equivalent to completion of twelfth grade. License or Certificate: May need to possess a valid California driver’s license as required by the position. Knowledge of Principles, practices, methods, and techniques of records and information management programs. Document imaging concepts and practices. California Public Records Act. English usage, spelling, grammar, and punctuation. Modern office methods, procedures, computer equipment, and computer software applicable to the assignment. Ability to Perform a variety of complex, specialized and responsible clerical duties in support of the Records Management program. Review documents related to Records Management operations. Observe, identify and problem‑solve office operations and procedures. Understand, interpret, explain, and apply Federal, State, and local laws, codes, regulations, policies, and procedures. Review finished work products for accuracy and completeness. Learn organization procedures and operating details. Operate a personal computer with standard business software, including word processing, spreadsheet, database applications, and other standard office equipment. Demonstrate initiative and sound independent judgment within established guidelines. Communicate clearly and concisely, both orally and in writing. Understand and follow oral and written instructions. Establish and maintain effective working relationships with those contacted in the course of work. Work with various cultural and ethnic groups in a tactful and effective manner. Physical Demands On a continuous basis, sit at a desk for long periods of time; intermittently twist and reach office equipment; write or use keyboard to communicate through written means; lift or carry weight of 25 lbs. of less. Working Conditions Work is performed indoors in a carpeted and air‑conditioned office environment with fluorescent lighting and moderate noise level. Some movement is required from office to office and there is exposure to the external environment when going to outlying offices or meetings. Work is frequently disrupted by the need to respond to in‑person and telephone inquiries. #J-18808-Ljbffr City of Chula Vista, CA