Records Specialist I or II

Records Specialist

Are you organized, precise, and skilled at bringing order to electronic files and information? As a Records Specialist with the Municipal Water District of Orange County, you'll put those strengths to work — managing, organizing, and safeguarding records that keep public services running smoothly and government accessible. If you have strong organizational skills, are comfortable working with data systems, and have a sharp eye for accuracy and compliance, this role turns those everyday skills into essential public service and helps to keep our agency's data management organized and compliant.

Records Specialist I - $36.75 to $51.45 /hr. Records Specialist II - $42.49 - $59.49 /hr. Candidates must clearly demonstrate that they meet the minimum qualifications of the position through a combination of experience, background, and education. All applications will be reviewed, and the most appropriately qualified individuals will be invited to continue in the selection process. The job posting may close prior to the posted close date.

Do not delay in submitting your application.

Under direction, performs a variety of analytical, technical, and administrative tasks and responsibilities involved in the organization, retrieval, maintenance, and administration of the District's comprehensive electronic records management and retention program. Analyzes, recommends, and implements modern systems, procedures, and workflows to improve the efficiency and effectiveness of the records retention program; receives, reviews and responds to Public Records Act (PRA) requests;

conducts training on record-keeping practices and the use of modern content management platforms for District users; provides administrative and technical support within the Board Support Services team and Information Technology departments; provides guidance and assistance to staff; and performs related duties as assigned. Records Specialist I and II are single-incumbent classifications and have primary responsibility for the ongoing implementation, maintenance, development, and enhancement of the District-wide record retention program to ensure compliance with all legal requirements and to support modern, collaborative work environments.

The duties listed herein are intended as illustrations of the various types of work performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the class.

• With a proactive approach, develops, implements, and administers the District's comprehensive records retention program in accordance with all legal requirements and policies adopted by the Board of Directors; and ensures the timely and proper execution and filing of all documents approved and/or executed by the Board of Directors, General Manager, or District staff. This includes research and participation in the development and implementation of the District's records retention schedule, policies, and procedures for storing, tracking, securing, retrieving, and destroying records.
• Works closely with the Board Secretary and the Information Technology Department to evaluate, recommend, develop, and install processes and emerging technologies to improve organization, metadata accuracy, workflows, efficiency, and effectiveness to fully comply with District records management requirements.
• Receives, reviews, and monitors PRA requests; justifies any non-disclosure and/or ensures redaction of any portions that are exempt from disclosure under the mandate of the PRA; assists the public requestor by helping them identify records and information relevant to the request; ensures timely response to all requests and communicates in writing with the requestor.
• Identifies, classifies, manages, and controls District records and information needs; coordinates disposition and storage of records, including archives and historical documentation protection.
• Creates, maintains, organizes, indexes, classifies, prepares, and files records; develops and utilizes off-site, paper-based, electronic, and cloud-based repositories for maintaining active, inactive, vital, and historical District and Board records of all types.
• Coordinates the organization and standardization of District forms and templates.
• Develops, provides guidance, and enforces governance policies for SharePoint sites, Teams environments, and other collaborative platforms; establishes naming conventions, folder structures, retention schedules, and access controls to maintain organized and compliant information ecosystems.
• Coordinates and conducts record-keeping training programs and develops user guides and reference materials.
• Conducts records and metadata surveys, inventories, and audits of cloud-based and collaborative spaces to ensure compliance with established District records retention policies and procedures, remediates non-compliant content, and recommends process improvements.
• Maintains retention schedule for all…