Records Manager

The City of Oceanside is seeking a RECORDS MANAGER with experience overseeing municipal records management, document imaging, archives, and records retention programs. This position will manage the City's records management and imaging operations, oversee off-site records storage and archival collections, supervise Records Center staff, and provide guidance to City departments on records management policies, retention schedules, and document imaging procedures. The Records Manager will ensure compliance with applicable federal, state, and local laws governing public records while preserving the City's historical records and providing excellent customer service to City staff and the public.

• Managing records management, document imaging, and electronic records systems
• Developing, implementing, and administering records retention schedules and records disposition programs
• Overseeing off-site records storage facilities and archival collections
• Preserving historical records and applying archival best practices for paper and electronic records
• Coordinating document scanning, imaging, microfilm conversion, and digital preservation projects
• Training staff on records management policies, document imaging software, and records retrieval procedures
• Supervising staff, assigning work, evaluating performance, and improving operational workflows
• Responding to Public Records Act requests, litigation support requests, and historical research inquiries
• Interpreting and applying records management laws, confidentiality requirements, and records retention regulations
• Managing records databases, inventory systems, and document indexing processes
• Coordinating records management projects and vendor services
• Demonstrating exceptional attention to detail while maintaining accurate, organized, and secure records

The position will also support the City Clerk's Office in carrying out statutory and administrative responsibilities. Relevant experience may include:

• Assisting with municipal election administration and related records requirements
• Knowledge of the California Brown Act and open meeting requirements
• Preparing and maintaining official City records, agendas, minutes, and legal documents
• Administering oaths of office and supporting City Clerk functions as assigned
• Assisting City departments and members of the public with records research and information requests
• Preparing reports, correspondence, and documentation related to records management and City Clerk operations

In addition to these specialized responsibilities, the selected candidate will perform the full range of Records Manager duties, including staff supervision, project coordination, budget administration, policy development, process improvement, vendor management, records preservation, and ensuring the City's records management program remains compliant, efficient, and responsive to the needs of City departments and the public.

The Records Manager manages the Citywide document-imaging program; trains staff from all departments in software use, retrieval procedures, and records management procedures and policies; coordinates the organization, staffing, and operational activities for the City's off-site Record Storage and Imaging Center; oversees and participates in activities related to the security, preservation, and conservation of inactive records and documents; designs, creates, and implements document management databases and applications;

manages various database tables, forms, and queries for the City Clerk's Office; supervises the receipt and processing of City documents, files, and materials transferred to the Records Center and Archives; supervises the checkout and return of documents to City departments and outside agencies; oversees and participates in providing delivery services for material requested from and returned to the Record Center;

oversees the acquisition and preservation of material into the archival collections; supervises the shredding and recycling of material authorized by department retention schedules and City Council action for disposal; provides scanning of photographs/documents and electronic editing services for the City Clerk's Office and for delivery of requested records electronically; identifies opportunities for improving service delivery methods and procedures; identifies resource needs;

reviews with appropriate management staff; implements improvements; assists with the development of imaging facilities for the conversion of documents to microfilm and digital format; oversees the imaging program and maintains the microform collection; coordinates with vendors for the conversion of documents to microfilm; directs, coordinates, and reviews the work plan for assigned services and activities; assigns work activities and projects;

monitors work flow; reviews and evaluates work products, methods, and procedures; meets with staff to identify and resolve problems; selects, trains, motivates, and evaluates…