What are the responsibilities and job description for the Records Manager position at City of Chula Vista?
The Records Manager will plan, organize and direct the activities of the Records and Information Management division within the City Clerk’s Office; perform a variety of complex duties in the administration of the Citywide Records and Information Management (RIM) program, including maintenance and preservation of Citywide records, developing, implementing and maintaining records-related policies and procedures, developing and delivering Citywide public records education and training, leading the day-to-day activities of the Records and Information Management (RIM) division of the department; coordinate division activities with other divisions, City departments and the public; and perform related work.
Essential Functions
Functions may include, but are not limited to, the following:
- Administer, maintain, and preserve the Citywide Records and Information Management (RIM) program.
- Develop, implement, and maintain policies and procedures that govern the management and release of records and information, including the Citywide Records Retention Schedule, in consultation with City departments, elected officials, legal counsel, and other stakeholders and in accordance with State law and other applicable regulations.
- Develop, implement, and promote Citywide public records procedures and ensure compliance with records-related regulations for the retention, management, disclosure, and disposition of Citywide public records.
- Maintain and preserve the official records, including confidential files of the City.
- Develop, implement, and promote Citywide public records procedures and ensure compliance with records-related regulations for the retention, management, disclosure, and disposition of Citywide public records.
- Oversee and coordinate the fulfillment of public records requests and ensure that California Public Records Act (CPRA) requests are processed in compliance with applicable regulations and procedures.
- Plan, prioritize, assign, review and evaluate the work of subordinate staff responsible for preparing and transmitting documents for recording, filing and indexing current documents, imaging vital and permanent records; and fulfilling requests for records under the CPRA.
- Stay abreast with, interpret, apply, and explain codes, laws, rules, and regulations associated with public records and the CPRA.
- Recommend and assist in the implementation of goals and objectives; establish schedules and methods; implement policies and procedures.
- Evaluate operations and activities of assigned responsibilities; recommend improvements and modifications; prepare various reports on operations and activities.
- Participate in the selection of staff; provide or coordinate staff training; work with employees to correct deficiencies; implement discipline procedures.
- Index and transfer inactive records from all departments to long-term storage; retrieve and track inactive records requested by departments.
- Train staff from City departments in records management and preservation, software use, retrieval procedures, and other records and information management procedures and policies.
- Provide assistance to the Mayor, City Council and City staff related to City records, including identifying and locating records for public records requests, litigation, subpoenas and historical information.
- Serve as records software administrator; manage users, develop manuals and procedures, and provide training and support Citywide, including troubleshooting problems, working with vendors and software developers to resolve issues, and communicating with users.
- 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.
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:
Four (4) years of increasingly responsible experience in records and information management, including one year of lead or supervisory experience and training equivalent to a Bachelor's degree in public administration, business office technology, or a closely related field.
License(s) or Certificate(s): Possession of a valid California Driver's License is required at the time of appointment and for the duration of employment. Certification as a Notary Public by the State of California is required within six months from hire. Certified Records Manager and Certified Municipal Clerk or Master Municipal Clerk designations are highly desirable.
Knowledge, Skills and Abilities
Knowledge of: California Public Records Act; Federal, State and local laws and regulations related to the retention, maintenance and disclosure of records; document management systems; electronic records technology; municipal functions and processes; principles and practices of project management; principles and practices of supervision, training and performance evaluation; methods and techniques of records management to include indexing, filing, storage, retrieval, storage, and disposal of records; document management software, preferably Laserfiche; public records keeping practices and legal requirements including retention and legal destruction procedures; English usage, spelling, grammar, and punctuation; modern office management practices and methods; computer equipment and software applications related to assignment.
Ability to: supervise, coordinate and facilitate a Citywide records and information management program; use computer software programs and hardware and other technology pertinent to area of specialization; supervise, train and evaluate assigned staff; effectively handle multiple priorities, be detail-oriented, organize workload and meet strict deadlines; communicate clearly and concisely, both orally and in writing; interpret, explain, and apply regulations and departmental policies and procedures including those related to records and information management; 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 and Working Conditions
On a continuous basis, sit at desk for long periods of time, intermittently twist to reach equipment surrounding desk; perform simple grasping and fine manipulations; use telephone, and write or use a keyboard to communicate through written means; and lift or carry weight of 25 pounds or less. See in the normal vision range with or without correction to read typical business documents and computer screens; hear in the normal range with or without correction. Primary work is performed indoors in a carpeted and air-conditioned office environment with fluorescent lighting and moderate noise level; there is some exposure to the external environment when going to outlying offices. Work is frequently disrupted by the need to respond to in-person and telephone inquiries. Periodic work at the City’s offsite records storage facility is required. Participation in evening meetings may be required. Employees may be required to work evenings to attend meetings or complete assigned work within prescribed timelines.
Recruitment No. 24221102
To be considered, applicants must submit an online City application and supplemental questionnaire by 5:00 p.m. on the closing date listed. Candidates whose applications indicate education and experience most directly related to the position will be invited to participate in the selection process. All notices will be sent via email.
Unless otherwise noted, a passing score must be achieved at each step of the selection process in order to have your name placed on the eligibility list for hiring consideration. Note that the examination materials for this recruitment are validated, copyrighted and/or inappropriate for review. The eligibility lists established as a result of this recruitment will be for a duration of six (6) months, unless otherwise extended.
Salary : $6,284 - $7,639
Medical Records Clerk
Heart and Wellness Center, AMC. -
National, CA
Medical Records Assistant
Sun Mar Healthcare -
Escondido, CA
Medical Records Clerk
MTC -
Calexico, CA
