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RECORDS TECHNICIAN

Company: City of Poway, CA
Location: Poway
Posted on: January 15, 2022

Job Description:

DefinitionOn July 20, 2021, the Poway City Council approved a new six year Memorandum ofUnderstanding (MOU) between the City of Poway and non-safety employees represented by Teamsters. The Records Technician position is represented by Teamsters and the person hired for the position will receive a $7,500 stipend after hire prorated based on the start date in the current fiscal year. The six year MOU also includes another $7,500 stipend in July 2022; a 3% wage increase in July 2023 and 5% wage increases in each of the final three years of the MOU.The City of Poway is searching for a dynamic and enthusiastic individual to work as a Records Technician supporting the City Clerk's Office. The City Clerk's Office is a division of the Legislative and Administrative Department, which also includes the City Manager and City Attorney, and coordinates the legislative process, administers City elections and manages City records.The ideal candidate is a self-starter, has a keen eye for detail, is exceptionally organized, and possesses a drive to work as part of a team.The Records Technician coordinates and maintains the City's official computerized, manual records management systems, and document retention, storage, and retrieval systems. Performs a variety of general administrative duties in support of the City Clerk's office.Receives general direction from the City Clerk or assigned supervisor. Exercises no direct supervision over staff. May provide technical and function direction to administrative support staff.Key ResponsibilitiesManagement reserves the right to add, modify, change or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.* Develops and maintains computerized and manual records management systems for the City's official documents, including the ongoing design, implementation, and management of a City-wide imaging system.* Participates in the development, implementation, and maintenance of policies and procedures for the recording, indexing, filing, and retrieving of active documents and the storage of inactive documents; updates retention schedule to reflect current legal requirements.* Coordinates requests for public records submitted within specific deadlines regulated by the State including receipt of request, distribution of request, and research; compiles and prepares for the release of the documents requested; accepts subpoenas on behalf of the City.* Accepts, reviews, and processes passport applications; answers questions of potential applicants; provides resource material when necessary.* Prepares, indexes, and tracks documents recorded with the County Recorder.* Coordinates the creation, maintenance, retrieval, protection, retention, and destruction of all records in accordance with City policy and legal, financial, governmental, and historical requirements.* Updates the City Clerk's web page including agendas, actions, minutes, passport information, committees, and voter and election information.* Participates in development of training materials, and assists in departmental and organization-wide training sessions on records management related topics.* Communicates and ensures the compliance with the City's policies and procedures pertaining to the distribution of proprietary and confidential City information and documentation to the public.* Prepares and processes complex materials requiring the analysis of source material and familiarity with policies, procedures, terminology, and various applicable laws.* Maintains and operates the document imaging program for all vital, historic, permanent, and frequently researched records; prepares various documents for imaging using optical and other methods.* Reviews and monitors legal requests for records; accepts subpoenas and summons on behalf of the City; assembles and prepares records in response to subpoenas.* Proofreads and edits materials for clerical accuracy, proper format, English usage, spelling, and punctuation.* Assists the public and City employees by providing information and research assistance regarding the City's documents; instructs City personnel in the use of the City's retrieval system and cross-reference index; serves as liaison to all departments on records management related issues.* Works with departmental records staff to identify documents and provide records system training.* Performs a variety of administrative duties in support of the City Clerk's office, such as assisting with the update of the Office Procedure Manual, notarizing documents, assisting with the preparation and distribution of the City Council agenda packet, and types, formats, proofreads, accepts, and produces final copies of a wide variety of reports, letters, memoranda, spreadsheets, and minutes.* Administers Oath of Office to all new employees of the City.* Maintains attendance and punctuality that is observant of scheduled hours on a regular basis.* Performs other duties as assigned.Minimum Requirements/License or Certificates RequiredExperience:Four years of responsible administrative or records management experience. Municipal experience preferred.Education/Training:Equivalent to completion of the 12th grade supplemented by specialized training or two years of college level course work (i.e., minimum completed California units = 60 semester/90 quarter) from an accredited educational institution in records management or a related field.Licenses and Certifications:* A valid class C driver's license or the ability to arrange alternate and timely means of transportation in the performance of assigned duties.* Possession of Certification as Notary Public is highly desirable.* Possession of Municipal Clerk Certification is desirable.Physical DemandsMust possess mobility to work in a standard office setting and use standard office equipment, including a computer, to operate a motor vehicle and to visit various City and meeting sites; vision to read printed materials and a computer screen; and hearing and speech to communicate in person, before groups, and over the telephone. This is primarily a sedentary office classification although standing in work areas and walking between work areas is frequently required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard, typewriter keyboard, or calculator and to operate standard office equipment. Positions in this classification frequently bend, stoop, kneel, reach, push and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push and pull materials and objects weighing up to 25 pounds.Environmental ElementsEmployees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.Examination ProcessA completed NeoGov application, including supplemental questions, must be submitted through NeoGov for consideration by the application deadline. Application materials will not be accepted separate from NeoGov or after the deadline.A FULLY COMPLETED APPLICATION AND RESPONSES TO SUPPLEMENTAL QUESTIONS ARE REQUIRED AND PART OF THE REVIEW AND QUALIFYING PROCESS. QUESTIONS MUST BE ANSWERED COMPLETELY; REFERENCING YOUR RESUME IN LIEU OF ANSWERING A QUESTION WILL BE CAUSE FOR DISQUALIFICATION.Applicants will be evaluated on the basis of relevant training, education, experience and writing skills as presented in the application, cover letter and resume. The process may include interviews and/or performance tests. Successful candidates will be placed on the eligibility list established, which will be in effect for a period of up to six months. A background investigation including LIVESCAN fingerprinting and a verification of a valid driver's license and satisfactory driving record from the Department of Motor Vehicles are required. All appointments are also subject to the successful completion of a pre-placement physical examination that includes a drug screening. Applicants will be required to submit verification of the legal right to work in the United States. The City of Poway participates in E-Verify. All employees are required by law to sign a loyalty oath to the United States and the State of California Constitution at time of hire.

Keywords: City of Poway, CA, Poway , RECORDS TECHNICIAN, Professions , Poway, California

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