Management Assistant II - City Clerk's Office

Description

TThe Anaheim City Clerks Office is seeking applicants for two (2) Management Assistant II openings : one (1) in the area of Records Management and one (1) in the area of Public Records Act (PRA) requests. These two new Management Assistant II will perform a variety of challenging, complex, detailed and highly responsible administrative and technical duties in support of the activities and services of the City Clerk's Department.

Both positions will execute projects in specialized areas, as directed by the City Clerk, and coordinate with one another to provide back-up coverage and respond to department needs accordingly.

As a Management Assistant II assigned to Public Records Request :

This Management Assistant II position will assist in managing PRA requests across all departments within the City and serves as the system administrator for the City's PRA software and online transparency portal. This individual will work closely with the City Attorneys Office and other City departments to respond to PRA requests in a timely and efficient manner, collect responsive records from appropriate departments, compile a high volume of records, execute complex red actions for legal review, analyze data accurately, track deadlines to ensure compliance with government code requirements, draft written correspondence and extension notices, and provide exceptional customer service to both members of the public and internal stakeholders.

As a Management Assistant II assigned to Records Management :

This Management Assistant II position will assist in overseeing the Citywide Records & Information Management Program and the planning, implementing, and maintaining various programs related to records management across all departments within the City of Anaheim to ensure compliance with City standards and legal requirements. This individual will be primarily focused on Records Management assignments and the maintenance of records systems and procedures to facilitate the orderly retention and disposition of records, and recommend and administer changes to current retention schedule, serve as system administrator for records management related software systems, as well as will have a strong Electronic Database Management Systems background including knowledge of automation processes and expertise in file format conversions.

The following functions are typical for this classification. Incumbents may not perform all of the listed functions and / or may be required to perform additional or different functions from those set forth below to address business needs and changing business practices.  for more.

• Independently analyze and interpret scope of public records requests and manage responses, including evaluating whether any record or part thereof is exempt from disclosure and ensures redaction and exemptions are appropriate.
• Identify record holders and locations of records, determine best strategy to collect all responsive documents from document custodians.
• Assist in the management of electronic discovery activities, including case data collection, review, analysis, and management through final review and production, and document retention; ensures that responses are timely, complete, and accurate, and that confidential information is properly protected and redacted, as appropriate;
  Develops strategies for the efficient handling of e-discovery and production data; and stay current on industry standards and best practices in e-discovery
• Consult the City Clerk and the City Attorney on complex requests or on applying exemptions and determine scope of red actions allowed by state law on exempted information, and apply red actions on records for release in a format consistent with State laws
• Coordinate requests with other City departments; transport files from City offices to offsite storage locations and vice versa.
• Performs related duties and responsibilities as required

• Coordinates with the City Clerk to implement policies, procedures and standards relating to the citywide records management program; oversees and establishes a records…