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.

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.

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.

Receives direction from an assigned supervisor and exercises technical and functional supervision over assigned staff.

• 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.

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.

• 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.

• 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…