Records Specialist I or II
Position Summary: 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. Records Specialist I: The incumbent exercises sound independent judgment and problem-solving skills and works closely with their supervisor while developing and applying established record-keeping concepts, data governance practices, legal and privacy regulations, and modern content management systems. Provides implementation support for records management initiatives and information system deployments. This role involves foundational duties and responsibilities under supervision. Records Specialist II: The incumbent exercises considerable independent judgment and problem-solving skills and must be highly skilled in records management and information management concepts and practices; data governance; and legal and privacy compliance. Serves as the subject matter expert in record-keeping and information governance; develops policies and standards; interprets and applies records management practices and policies; and oversees the planning and implementation of file management, data governance, and content management system projects with minimal supervision. Duties and Responsibilities (Essential Functions): 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 c loud-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 District and departmental policies and procedures; identifies those that need annual review and notifies appropriate staff; proofreads all draft policies and procedures before obtaining signatures from the General Manager or Department Manager; distributes final version of policies and procedures to staff; updates related District policy as needed. · Provides video/web conferencing technology support for Board, Committee, and other District meetings and performs a variety of administrative support duties and special assignments in support of Board Services, as required. · May assist with Board and governance-related functions, including the preparation of resolutions, ordinances, proclamations, staff reports, public hearing notices, and other official documents; ensures notices and related materials are posted, published, and maintained in accordance with legal and regulatory requirements. · Attends and participates in professional groups in support of continued engagement with emerging technologies and best practices related to information management. Qualifications (Knowledge, Skills and Abilities): Knowledge of: Operations, services, activities, principles, practices, methods, techniques, and systems of records and information management; local, state, and federal laws relating to retention requirements for a wide variety of documents; procedures, techniques, and methods of document organization and preservation. Efficient application of office procedures, methods, practices, and equipment, including computers; proficient application of software applications (SharePoint, Laserfiche), and cloud-based systems; imaging processes and equipment; associated record-keeping requirements; information storage and retrieval systems; correct English usage, including spelling, grammar, and punctuation; business mathematics; effective safety practices and procedures. Ability to: Coordinate a comprehensive and proactive District-wide records retention program; participate and assist in the implementation of goals, objectives, policies and procedures for providing District-wide records management functions; exercise sound judgment within established guidelines; code, file and retrieve a wide variety of materials; provide information and organize material in compliance with laws, regulations and policies; stay abreast of new technologies used to automate records systems; demonstrate technical expertise in computer systems and specialized software, ensuring efficient record-keeping management and seamless administrative workflows, utilize spreadsheets, and database applications promptly; proactively identify problems, reach sound conclusions and recommend improved procedures; organize work, set priorities and provide support to meet records management needs and deadlines; prepare clear and accurate reports and other written correspondence; effectively present information to District staff; understand and carry out verbal and written instructions; establish and maintain accurate, complex and comprehensive records; assemble, copy, record and transcribe data and information; type and or enter data at a speed necessary for successful job performance; communicate clearly and concisely, both orally and in writing; work calmly while remaining diplomatic, poised, and tactful; use good judgment in all situations; work accurately with interruptions; establish and maintain cooperative working relationships with those contacted in the course of work including co-workers, outside agencies and the public. Education and Experience: Records Specialist I : Equivalent to the completion of twelfth grade and one (1) year of experience involving the development and maintenance of records, data, or systems, preferably in a governmental setting. The qualification guidelines generally describe the knowledge and abilities required to enter the job and successfully perform the assigned duties. Any combination of education, experience, and training that would provide the required knowledge, skills, and abilities will be considered. Records Specialist II : Equivalent to the completion of twelfth grade and three (3) years of experience involving the development and maintenance of records, data, and/or systems with a records management program, preferably in a governmental setting. The qualification guidelines generally describe the knowledge and abilities required to enter the job to perform the assigned duties successfully. Any combination of education, experience, and training that would provide the required knowledge, skills, and abilities will be considered. Other Requirements: All District employees are Disaster Service Workers by CA state law and are expected to participate in emergency response initiatives. This could include contributing to the emergency planning process, participating in disaster exercises and training, as well as potentially responding to support actual emergency events. Working Conditions and Physical Activities: Environment: Standard office setting. May be required to work extended hours, including evenings and weekends; may be required to travel to attend meetings by car, bus, train, or air. Physical: Primary functions require sufficient physical ability to work in an office setting; stand or sit for prolonged periods of time; operate standard office equipment, including use of a computer and keyboard, telephone, printers, calculators, and copiers; push, pull, lift, and/or carry approximately 25 pounds; and communicate to exchange information. Vision: See in the normal visual range with or without correction. Hearing: Hear in the normal audio range with or without correction. The specific statements shown in each section of this description are not intended to be all‑inclusive. They represent typical elements and criteria necessary to perform the job successfully.
