Records Coordinator (Internal Recruitment)

Description
This is an Internal Recruitment. Only current City employees may apply. This posting will close on April 8, 2024 at 10:00am.
GENERAL PURPOSE
Under general supervision, organizes, coordinates records research; fulfills all public records requests in a timely manner; and performs file maintenance tasks supporting the implementation of the City’s approved records retention schedule.
Typical Qualifications
QUALIFICATIONS GUIDELINES
The following generally describes the knowledge and ability required to enter the job and/or be learned within a short period of time in order to successfully perform the assigned duties.
Knowledge of:
Operations, services, and activities of a records management program; records management principles, practices, methods, and techniques; methods, techniques, and principles used in the preservation and maintenance of various materials; procedures and legal requirements necessary to maintain, archive, preserve, and protect records; proper English grammar, spelling, and punctuation; electronic document management applications; municipal government processes and procedures; applicable federal, state, and local laws of disclosure, including Public Records Act; principles and practices of file indexing and file systems; electronic records issues and emerging technology solutions; principles and practices of archiving; office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases.
Ability to:
Perform a full range of varied complex, sensitive, highly responsible, and confidential records management functions for assigned area; understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities; understand, interpret, and apply general and specific administrative and departmental policies and procedures; interpret and apply applicable federal, state, and local laws, codes, and regulations; operate office equipment including computers and supporting word processing, spreadsheet, and database applications; learn and effectively utilize various software applications; learn and apply new information and skills; participate in researching, compiling, and interpreting data; establish, organize, and maintain a variety of specialized files and records; maintain confidentiality of materials, vital records, and other information; maintain professional composure in dealing with hostile individuals; exercise diplomacy and courtesy in dealing with others; train staff members on the use of imaging systems and information retrieval; work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person; plan and organize work to meet changing priorities and deadlines; understand and carry out oral and written directions; respond tactfully, clearly, concisely, and appropriately to inquiries from the public, press, or other agencies on sensitive issues in area of responsibility; exercise good judgment and maintain confidentiality relative to critical and sensitive information, records, and reports; follow oral and written instructions and procedures; utilize public relations techniques in responding to inquiries and complaints; communicate clearly and concisely, both orally and in writing; establish and maintain effective working relationships with those contacted in the course of work.
Licenses/Certificates/Special Requirements:
A valid Class C California Driver’s License and the ability to maintain insurability under the City’s Vehicle Insurance Policy.
Possession of a Notary Public Commission or the ability to obtain a commission within six months of hire.
Possession of a Passport Acceptance Agent certification or the ability to obtain agent status within six months of hire.
Certified Records Manager (CRM) or equivalent designation is desirable.
Education/Training/Experience:
A typical way of obtaining the knowledge, skills and abilities outlined above is graduation from high school or a G.E.D. equivalent and some records management related work experience; or an equivalent combination of training and experience.
Supplemental Information
PHYSICAL AND MENTAL DEMANDS AND WORK ENVIRONMENT
The physical and mental demands and work environment described here are representative of those that must be met by employees to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Physical Demands
While performing the duties of this class, the employee is regularly required to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; and to verbally communicate to exchange information. Specific hearing abilities required by this job include hearing in the normal audio range with or without correction. Specific vision abilities required by this job include close vision and the ability to adjust focus.
Mental Demands
While performing the duties of this class, the employee must be able to use written and oral communication skills; read and interpret data, information and documents; interpret policies and procedures; use math and mathematical reasoning; learn and apply new information or new skills; work under deadlines with constant interruptions; and interact with the general public, outside organizations, business representatives, employees, and others encountered in the course of work, including occasionally dealing with conflict situations. Work Environment The employee primarily works in a standard office setting with extensive public contact and frequent interruptions.
Please visit the following website to view the summary of comprehensive benefitsSummary of Benefits (Download PDF reader)The City's employee benefit package includes participation in the PERS Health medical program, dental and vision insurance which the City pays a major portion of the premiums.The City of Lake Forest utilizes a Pay-for-Performance Compensation Plan which awards merit increases on the basis of work results achieved against performance targets that are equitably established, fully communicated and consistent with the City's high expectations.