Senior Records Specialist (Hourly)

Description and Essential Functions

Position Summary:
To perform highly responsible, specialized, technical, and confidential office administrative and advanced clerical support functions in support of the City Clerk’s Office city-wide Records Management Program or the Chula Vista Police Department’s police records unit.
The current vacany is located in the Police Department. This position will focus on fulfilling requests for records under the California Public Records Act.
NOTE:  This recruitment is for a part-time, non-benefited position limited to 919 hours of employment in a fiscal year (July 1 through June 30) with an average of less than 30 service hours per work week.  Hours may vary between 0 - 16 hours per week, dependent upon the daily staffing needs of the department. Unclassified hourly employees are paid on an hourly basis and shall not be eligible for benefits nor be subject to Civil Services Rules. Although hourly employees are at-will, they are still subject to all other City policies and procedures.
DISTINGUISHING CHARACTERISTICSThis class is the advanced journey level class of the Records Specialist series and is distinguished from the Records Specialist level by the degree of independence and specialized knowledge exercised in the performance of job duties. Employees at this level receive only occasional instruction or assistance as new or unusual situations arise and are fully aware of the operating procedures and policies of the work unit.
SUPERVISION RECEIVED AND EXERCISEDReceives direction from an assigned supervisor.  Exercises technical and functional supervision over assigned staff.
ESSENTIAL FUNCTIONS Functions may include, but are not limited to, the following: assist with the administration, organization, and implementation of the records management program in accordance with legal requirements and records management policies and procedures; assist with maintaining either the City's or Police Department’s active and inactive records and information and records storage system, including records filing and retrieval, assigning file codes, maintaining an inventory of all records and documents, and assisting with internal and offsite audits for legal retention requirements; assist in implementing records and information management policies and procedures; assist with fulfilling requests for records under the California Public Records Act to include assisting customers with creating an account and submitting records requests in the City’s online records request portal; receiving and reviewing requests submitted through various media (online portal, e-mail, mail, front counter and phone); assigning, routing and tracking records requests; working with staff from various departments to gather responsive records to fulfill requests; review and redact responsive records for release; download, sort, and redact email.pst files for requests; work with the City Attorney’s Office for review and redaction of responsive records; and work with staff to answer follow-up questions from customers regarding their request and/or records; maintain the public records request database/online portal to include creating and maintaining accounts for staff; manage access levels for staff; run various reports for staff; develop and maintain standard work for staff and customers; train staff and customers on use of records request portal; attend training and participating in demonstrations for updates on records request portal; and make administrative level changes to records request portal as needed; conduct complex research to locate documents and records for Mayor, Council, staff, and the general public; prepare reports and other correspondence as needed; build and maintain positive working relationships with co-workers, other City employees and the public using principles of good customer service; and perform related duties as assigned.  
When assigned to the Police Department (in addition to the above): serve as a California Law Enforcement Telecommunications System (CLETS) subject matter expert and trainer. 

Additional Information

Recruitment No. 26221607H
This recruitment is open until a sufficient number of applications are received and may close at any time without prior notice. Applicants are encouraged to submit a City Application and Supplemental Questionnaire as soon as possible. Candidates whose application indicate education and experience most directly related to the position will be invited to participate in the selection process.  All notices will be sent via e-mail.
Unless otherwise noted, a passing score must be achieved at each step of the selection process in order to have your name placed on the eligibility list for hiring consideration. The examination materials for this recruitment are validated, copyrighted and/or inappropriate for review. The eligibility list established as a result of this recruitment will be for a duration of six (6) months, unless otherwise extended.
Pre-Employment Background Investigation
The current vacancy is located in the Police Department. Unless already employed by the Police Department, successful candidates must undergo a thorough background investigation. There are certain types of conduct which are automatic grounds for disqualification. Please refer to the "Pre-Employment Disqualifying Criteria" link below to help you identify some of the common areas of the background investigation process that may cause delay or prevent you from competing in the selection process.Pre-Employment Disqualifying Criteria

Qualifications

Minimum Qualifications:

• Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying
• A typical way to obtain the knowledge and abilities would be: Three years of responsible office administrative support experience
• One year must involve records management in a public agency and training equivalent to completion of the twelfth grade . License or Certificate: May need to possess a valid California driver's license as required by the position

Knowledge, Skills and Abilities / Physical Demands and Working Conditions:

• Knowledge of: principles, practices, methods, and techniques of records and information management programs
• document imaging concepts and practices
• California Public Records Act
• English usage, spelling, grammar, and punctuation
• modern office methods, procedures, computer equipment, and computer software applicable to assignment
• Ability to : perform a variety of complex, specialized and responsible clerical duties in support of the Records Management program
• review documents related to Records Management operations
• observe, identify and problem solve office operations and procedures
• understand, interpret, explain, and apply Federal, State, and local laws, codes, regulations, policies, and procedures
• review finished work products for accuracy and completeness
• learn organization procedures and operating details
• operate a personal computer with standard business software, including word processing, spreadsheet, database applications, and other standard office equipment
• demonstrate initiative and sound independent judgment within established guidelines
• communicate clearly and concisely, both orally and in writing
• understand and follow oral and written instructions
• establish and maintain effective working relationships with those contacted in the course of work
• work with various cultural and ethnic groups in a tactful and effective manner
• Physical Demands : On a continuous basis, sit at a desk for long periods of time
• Intermittently twist and reach office equipment
• write or use a keyboard to communicate through written means
• lift or carry weight of 25 lbs. of less
• Working Conditions : Work is performed indoors in a carpeted and air-conditioned office environment with fluorescent lighting and moderate noise level
• Some movement is required from office to office and there is exposure to the external environment when going to outlying offices or meetings
• Work is frequently disrupted by the need to respond to in-person and telephone inquiries

Work for Warriors is a no-cost employment program of the California Military Department for Service Members, Veterans, and military family members. The Veteran Staffing Consultant for Chula Vista Police Department is Chuck Callahan.