Records Technician - City Clerk's Office

Description

Are you a detail-oriented professional with a passion for organization and accuracy? The City of La Quinta is excited to announce an opening for a Records Technician in the City Clerk's Office. This role requires meticulous attention to detail, strong organizational skills, and the ability to handle confidential information with discretion. If you thrive in a fast-paced environment, excel in data management, and are committed to maintaining the integrity of official records, we’d love to hear from you!

The Records Technician supports the City Clerk’s Office records management function, assisting with legislative requirements, requests for records and information, risk management, the short‑term vacation rental program, and the Electronic Document Management System (EDMS).

• Administrates the City’s short‑term vacation rental program permits and business license issuance and renewals.
• Manages the City’s comprehensive records management program, including maintenance, protection, retention, and disposition of records in accordance with operational, state, and federal statutory requirements.
• Facilitates public meetings in accordance with the Brown Act and the City’s adopted Rules of Procedure, including operating, maintaining, and setting up audio/visual live‑streaming and recording systems; administers the video archive.
• Compiles, formats, and proofs complex documents, reports, and other written materials.
• Conducts transient occupancy tax remittances audit for the short‑term vacation rental program and ensures compliance.
• Coordinates the migration of records across electronic systems and ensures policies and procedures are followed.
• Ensures insurance compliance for active agreements by processing registrations of new vendors and monitoring annual policy renewals.
• Maintains and stays abreast of laws and regulations governing municipal records, including retention and public access requirements.
• Maintains and updates the City’s Records Retention Schedule and Records Manual.
• Maintains databases, ensuring schedules, data, fees, or other applicable information are up to date.
• Performs a variety of duties within election administration, including processing legal publications, verifying campaign disclosure financial filings, reviewing candidate statements for compliance, compiling candidates’ nomination packets, monitoring vote‑by‑mail ballot drop‑off, and coordinating vote center arrangements with the Riverside County Registrar of Voters.
• Performs financial‑related activities such as advanced bookkeeping or cashiering functions, and budget and expenditure tracking.
• Prepares contracts, agreements, and proposals; collects required information.
• Prepares, reviews, publishes, and disseminates agenda packet‑related materials, writes minutes, and is responsible for public meetings follow‑up and close‑out procedures.
• Processes payments and refunds, creates invoices, reconciles accounts, and maintains related financial records.
• Provides customer service to the public, staff, and other interested parties, including responding to complaints in a professional manner.
• Researches, evaluates, recommends, and assists with implementation of solutions for indexing and records management issues in coordination with management staff.
• Tracks, monitors, researches, and responds to all requests for records and information in accordance with the California Public Records Act and maintains monthly audit reports and metrics.
• Trains and provides technical support to City departments in coordinating and implementing the records management plan, including application of the City’s records management policies, procedures, and retention.
• Trains new employees in work duties and procedures as assigned.
• Performs related duties as assigned.

Minimum Qualifications: High School Diploma or GED and two (2) years’ experience related to the area of assignment; or an equivalent combination of education and experience sufficient to successfully perform the job’s essential duties.

• Administrative support methods and principles.
• Applicable local, state, and federal laws, rules, and regulations.
• Applica…