Records Coordinator - City Clerk's Office

Description

Do you enjoy keeping things organized and ensuring people get the information they need? The City of La Quinta is excited to announce an opening for a Records Coordinator in the City Clerk's Office. This position is ideal for someone who thrives in a fast-paced environment and enjoys being a reliable resource for others. The role involves performing technical records management work, demonstrating strong organizational skills, and supporting City departments with accurate, timely information.

If you have a passion for maintaining well-structured systems and ensuring compliance with records regulations, we encourage you to apply today!

The Records Coordinator position is responsible for maintaining the City's record management system, supporting departments with records-related needs, coordinating and responding to records requests, and ensuring compliance with legal retention requirements.

This class specification represents only the core areas of responsibility; specific position assignments will vary depending on the department's needs.

• Archives permanent records, verifies accuracy of content, determines appropriate archival location, and indexes to allow for search and retrieval.
• Informs departments in applying records management policies, procedures, filing systems, indexing methods, and proper storage techniques.
• Maintains and updates the City’s Records retention schedule, master index, and records management manuals.
• Maintains official City records and electronic records archival software, including administering contracts and agreements; serves as system administrator for records management; advises and trains City staff on records management practices, policies, and procedures.
• May act as a lead worker to other staff by assigning and reviewing daily work, providing input to performance management, and conducting training activities.
• Oversees the timely processing of all records requests in accordance with statutory requirements. Responds to public inquiries and requests for information, including identifying, retrieving, and preparing responsive documents. Coordinates complex and sensitive requests with the City Clerk and the City Attorney.
• Performs administrative duties, customer service, and other tasks in support of the City Clerk’s Office. Notarizes documents.
• Provides input in the development and implementation of related records management policies and procedures.
• Provides training to City departments on records management procedures, retention rules, and electronic records handling.
• Researches and recommends improvements, technologies, and best practices related to records management and archival preservation.
• Under the direction of the City Clerk, coordinates and administers the City’s comprehensive records management program, including maintenance, protection, retention, and disposition of records in accordance with legal and operational requirements.
• Updates and posts public records on the City’s websites.
• Performs related duties as assigned.

This class specification represents only the core areas of responsibility; specific position assignments will vary depending on the department's needs.

Associate’s degree and two (2) years’ experience related to records management, preferably within a public sector organization; or an equivalent combination of education and experience sufficient to successfully perform the job's essential duties.

• Notary Public Certification within one (1) year of beginning employment.

• Applicable local, state, and federal laws, rules, and regulations.
• Basic mathematical computations.
• Customer service principles.
• Electronic records software and systems.
• Meeting agenda and management methods.
• Modern office procedures and equipment.
• Open records and public requests regulations and rules.
• Principles, operations, and procedures of a municipal City Clerk’s office.
• Records management principles and practices.

• Analyzing problems and identifying solutions.
• Applying applicable local, state, and federal laws,…