Assistant Analyst (City Clerk Department) (20463389)

Category: City Administration

Region: Ventura County

Job Type: Full-Time

Close Date: Until filled

Salary: $36.58-$54.86 Hourly

Location

2100 Thousand Oaks Blvd, Thousand Oaks, 91362Description

Position Highlights

• Play a key role in the City's records management efforts and modernization
• Work in a collaborative environment with a professional team focused on exceptional service
• Ensure public access to democratic processes

The Position

We are seeking an innovative, technologically savvy, and proactive Assistant Analyst who will assist in overseeing the City’s organization-wide records management program.

The Assistant Analyst is responsible for the ongoing development, implementation, and modernization of the citywide records management program both to ensure compliance with legal requirements and to provide departments with an effective, easy-to-use process for maintaining and accessing information.

The Assistant Analyst will play a critical role in the department’s Citywide Electronic Information Governance Project. In addition, this position will be instrumental in streamlining the records retention schedule to right-sizing retention categories in a Big Bucket Approach.

Primary Responsibilities

• Lead the update of the Records Retention Schedule
• Manage the disposition of both onsite and offsite records, including storage, retrieval, review, destruction, and citywide offsite scanning initiatives
• Collaboratively work with all departments to ensure compliance with the centralized Citywide Records Management program, including providing oversight and training
• Lead the implementation of the Citywide Electronic Information Governance Project
• Act as an administrator for the City’s imaging system
• Assist in coordinating and responding to California Public Records Act requests
• Maintain and ensure the City’s Records Disaster Program is up to date

Job Video Link URL: https://www.youtube.com/watch?v=9y3YMy2qzDE

Ideal Candidate

The City of Thousand Oaks is preparing the organization for the future and the Assistant Analyst must have a positive, forward-thinking perspective. The successful candidate must be an enthusiastic professional with excellent project management, organizational, interpersonal, communication, and leadership skills. The Assistant Analyst is expected to be both tactical and strategic and have excellent attention to detail while also possessing a big-picture perspective.

The successful candidate will:

• Drive continuous improvement through innovation and optimization of processes and procedures
• Possess strong project management skills, have extensive team-building skills, and be results-oriented
• Have extensive interpersonal and communication skills; thrive in a fast-paced work environment and create collaborative relationships with others
• Embrace the daily challenges of assisting in priority setting and driving initiatives
• Understand the importance of the role of the City Clerk Department within the City organization

The position typically requires a Bachelor’s degree from an accredited college or university with major course work in public or business administration or a closely related field, Electronic Document Management System experience, and two years of increasingly responsible administrative or program support experience. In addition, one year of research or analytical experience, preferably in public administration, is desirable. Designation as a “Certified Municipal Clerk” (CMC), “Master Municipal Clerk” (MMC), and/or “Certified Records Manager” (CRM) is highly desirable.

Core Competencies

• Effective Communicator
• Strategic Thinker
• Results Oriented
• Customer Focused
• Problem Solver and Decision Maker
• Planner and Organizer
• Technically Knowledgeable

Benefits

The City of Thousand Oaks offers excellent benefits including:
Medical, Dental, Vision, Pension Retirement Plan, 401(a), Retirement Health Savings Plan, Tuition Reimbursement and more. Click here for more information.

Special Instructions

FILING DEADLINE -Open until filled. First review date: Thursday, February 8, 2024, at 5:00 p.m.

Applications and supplemental questions will be reviewed on an ongoing basis and candidates are encouraged to apply by Thursday, February 8, 2024, at 5:00 p.m. Please note, that the recruitment may close without notice at any time after the first review date.

SUPPLEMENTAL QUESTIONNAIRE - Applicants are required to complete the Supplemental Questionnaire. This will be used throughout the process to assist in determining each applicant's qualifications for the position.

REASONABLE ACCOMMODATION - The City of Thousand Oaks makes reasonable accommodations for individuals with disabilities to participate in the selection process. If you wish to request an accommodation in order to participate in the selection process, you must inform the Human Resources Department in writing no later than the final filing date. Applicants requesting an accommodation should document the request including the type and extent of accommodations requested to participate in the selection process and/or perform the duties of the job for which applied.

VETERAN'S PREFERENCE - In order to qualify for Veteran’s Preference a Form DD214, or other acceptable proof of service, must be submitted by the deadline date/time noted in the job announcement. Any veteran who has successfully completed all phases of a selection process for employment with the City shall be granted a final interview regardless of his or her ranking on the eligibility list, providing he/she meets the criteria for an eligible veteran.

The provisions of this bulletin do not constitute a contract, expressed or implied, and any provisions contained in this bulletin may be modified or revoked without notice.

Job Type: Full-time

Pay: $36.58 - $54.86 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Paid time off
• Professional development assistance
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• Monday to Friday
• No weekends

Work Location: In person