Deputy City Clerk (Records & Information)
4.
7 Anaheim, CA Anaheim, CA Full-time Full-time $75,166 - $103,353 a year $75,166 - $103,353 a year 3 days ago 3 days ago 3 days ago Description Upcoming Increases:
5% increase on June 21, 2024 5% increase on June 20, 2025 Anaheim City Clerk's Office is seeking a highly motivated, talented and responsible professional for the position of Deputy City Clerk (Records & Information) to contribute to our mission of providing exceptional quality service by offering avenues that allow the public to fully participate in the governmental process and by facilitating access to public records through advanced technology.
The Deputy City Clerk (Records & Information) will oversee the citywide records management program; supervise and coordinate automated and manual organization and maintenance of the City's official records in compliance with federal, state, and local requirements; work with records management staff from various City departments in developing and maintaining legally sound records management programs that are in compliance with City standards; and respond to and coordinate citywide public records requests.
Ideal candidates will possess professional records management experience from a public agency with knowledge and experience with federal and state laws, especially the California Public Records Act and records retention schedules.
The anticipated salary offer to candidates will range between $75,166 - $103,353 annually.
Depending on the selected candidate's qualifications and further approvals, the City may consider offers up to $112,748 annually.
Excellent Benefits, please visit www.
myanaheimbenefits.
com Essential Functions The following functions are typical for this classification.
Incumbents may not perform all of the listed functions and/or may be required to perform additional or different functions from those set forth below to address business needs and changing business practices.
Manage, supervise, and participate in the development and implementation of goals, objectives, policies, and priorities of the City's records management program to ensure compliance with legal requirements.
Represent the City Clerk as official custodian of records under the direction of the City Clerk; serve as the main contact for public records requests; assist and train other departments with public records requests; research and compile documents responsive to freedom of information requests, public records requests, historical research, litigation, and subpoenas served on the City Clerk.
Secure documents that reflect City Council actions for short term, long term, and permanent retention; verify that permanent documents such as resolutions, ordinances, and public hearing files are processed properly including any recordation required; manage the Citywide electronic records system and ensure final documents are entered properly for access by City staff and the public.
Plan, develop, and establish methods and procedures intended to standardize filing and protect and retrieve records, reports, and other information contained on paper, microfilm, computer programs, or other media for the systematic retention, transfer, storage, and disposal of records as required by law; monitor and oversee compliance with such policies, procedures, and schedules throughout the City.
Assume a lead role in assisting departments in developing and maintaining legally sound records management programs that are in compliance with City standards, including but not limited to the maintenance, preservation, and short or long term storage of records.
Analyze federal, state, and local legislation and legal requirements affecting records management and make recommendations for new or amended legislation; conduct research, compile, and review large volumes of information for records related projects and research assignments.
Review and analyze existing and proposed records management systems and procedures; evaluate and recommend changes and modifications as necessary to address changes in law, technology, and/or City business.
Develop and conduct periodic Citywide training regarding laws, policy, procedures, and technological changes affecting records management activities.
Monitor insurance expirations on City contracts; produce reports to notify contract administrators throughout the City of contractors with expiring/expired insurance required by active City contracts; notify accounts payable of contracts failing to maintain required insurance; prepare reinstatement letters as required.
Attend and participate in professional group meetings; maintain awareness of new trends and developments in the field of records management; incorporate new developments as appropriate.
Perform related duties as required.
Qualifications Experience and Education:
Six (6) years of responsible professional and technical experience that includes substantial experience in the development and maintenance of a comprehensive electronic records management program and two (2) years of administrative and project management or lead supervisory experience supplemented by two (2) years of college level course work or specialized training in records management, information management, public administration, business administration, or a related field.
Knowledge of:
Operational characteristics, services, and activities of a records management program; procedures and legal requirements necessary to maintain, archive, preserve, and protect municipal records; principles, practices, and procedures of automated and manual records management, retrieval, and storage including micrographics, electronic imaging, automated information retrieval systems, and computer applications and capabilities for use in records and document management programs; procedures, techniques and methods of document preservation; principles and practices used in the development and implementation of classification systems; principles and practices used in the development and implementation records retention schedules; organization and function of City government; principles of municipal budget preparation and control; principles of supervision, training, and performance evaluation; principles of business letter writing and report preparation; modern office procedures, methods, and equipment including computers; computer applications such as word processing, spreadsheets, and statistical databases; pertinent federal, state, and local laws, codes, and regulations including the Public Records Act.
Ability to:
Coordinate and direct a comprehensive records management program; supervise, direct, and coordinate the work of lower level staff; select, supervise, train, and evaluate staff; recommend and implement goals, objectives, policies, and procedures for providing assigned services; 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 as well as applicable federal, state, and local policies, laws, and regulations; organize, implement, and maintain detailed automated and manual record systems; organize work, set priorities, and provide support to meet records and document management needs; exercise sound, independent judgment; analyze records, document problems, and recommend sound solutions; appraise the value of and legal requirements of City documents for retention purposes; maintain on-line electronic off-site records storage systems and programs; implement and maintain a uniform classification filing system; develop, implement, and maintain an electronic document imaging system; stay abreast of new technologies used to automate systems; develop and present effective training; provide information and organize material in compliance with laws, regulations, and policies; understand legal concepts of document discovery and production of records in response to Public Records Act requests and legal subpoenas; organize, gather and compile data for various legal issues, facts, public records, contracts and resolutions for the preparation of cases and legal documents to assist City Attorneys; conduct effective interviews to accurately prepare and locate documents; participate in the preparation and administration of assigned budgets; plan and organize work to meet changing priorities and deadlines; effectively represent the program area to outside individuals and agencies to accomplish the goals and objectives of the unit; work cooperatively with other departments, City officials, and outside agencies; respond tactfully, clearly, concisely, and appropriately to inquiries from the public, staff, or other agencies on sensitive issues in area of responsibility; interpret and explain records policies and procedures; prepare clear and concise reports; communicate clearly and concisely, both orally and in writing; and establish and maintain effective working relationships with those contacted in the course of work.
License/Certification Required:
Possession of, or ability to obtain within two years of appointment, a Certified Records Manager's Credential offered by the Institute of Certified Records Managers.
Possession of an appropriate, valid driver's license.
Supplemental Information IMPORTANT APPLICATION INFORMATION AND INSTRUCTION Applications will be accepted on a continuous basis until a sufficient number of qualified applications have been received.
The deadline for the first review of applications is on Thursday, April 4, 2024 at 5:
00PM.
Applicants are encouraged to apply early.
Applicants that apply after the first review are not guaranteed to be considered for this recruitment.
This recruitment may close at any time without notice after the first review date.
The selection process will consist of a minimum of skills examination and oral interview.
The eligibility list established from this recruitment may also be used to fill the current and/or additional vacancies throughout the City.
Candidates must be specific and complete in describing their qualifications for this position.
Failure to state all pertinent information may lead to elimination from consideration.
Stating See Resume is not an acceptable substitute for a completed application.
The successful candidate will be required to undergo a reference / background check (to include a conviction record) and pass a post-offer pre-employment medical examination (which will include a drug/alcohol screening).
The City of Anaheim utilizes E-Verify and new employees must provide documentation to establish both identity and work authorization.
Communication regarding your application and/or status will be sent to the email address listed on your application.
Please check your email regularly throughout the recruitment process as you will not receive communications by any other method.
Equal Opportunity Employer The City of Anaheim offers a range of benefit programs for employees and their eligible dependents.
These include health, dental, vision, and life insurance, as well as a variety of voluntary benefits.
Programs and benefits amounts vary and are based on bargaining unit, family size, hire date, plan selection, and number of hours worked.
To view the current benefits summary, visit:
https:
//www.
anaheim.
net/DocumentCenter/View/30970/Benefits-Summary-Full-Time For additional information about the City's benefits, visit:
www.
myanaheimbenefits.
com RETIREMENT BENEFITS - The City contracts with the California Public Employees Retirement System (CalPERS) to provide retirement benefits.
Retirement formula is based on appointment date and membership status with CalPERS.
Note:
Pension contribution limitations are set by CalPERS each calendar year, with compensation limit requirements for Public Employee Pension Reform Act (PEPRA) members and Classic members.
Employee contributions will be deposited into a 401(a) account after reaching this limit.
Employees with CalPERS membership dates prior to July 1, 1996 are not impacted by these limits.
To view the current limits and additional CalPERS information, visit:
https:
//www.
anaheim.
net/DocumentCenter/View/4783/CalPERS-Rates.
Estimated Salary: $20 to $28 per hour based on qualifications.
7 Anaheim, CA Anaheim, CA Full-time Full-time $75,166 - $103,353 a year $75,166 - $103,353 a year 3 days ago 3 days ago 3 days ago Description Upcoming Increases:
5% increase on June 21, 2024 5% increase on June 20, 2025 Anaheim City Clerk's Office is seeking a highly motivated, talented and responsible professional for the position of Deputy City Clerk (Records & Information) to contribute to our mission of providing exceptional quality service by offering avenues that allow the public to fully participate in the governmental process and by facilitating access to public records through advanced technology.
The Deputy City Clerk (Records & Information) will oversee the citywide records management program; supervise and coordinate automated and manual organization and maintenance of the City's official records in compliance with federal, state, and local requirements; work with records management staff from various City departments in developing and maintaining legally sound records management programs that are in compliance with City standards; and respond to and coordinate citywide public records requests.
Ideal candidates will possess professional records management experience from a public agency with knowledge and experience with federal and state laws, especially the California Public Records Act and records retention schedules.
The anticipated salary offer to candidates will range between $75,166 - $103,353 annually.
Depending on the selected candidate's qualifications and further approvals, the City may consider offers up to $112,748 annually.
Excellent Benefits, please visit www.
myanaheimbenefits.
com Essential Functions The following functions are typical for this classification.
Incumbents may not perform all of the listed functions and/or may be required to perform additional or different functions from those set forth below to address business needs and changing business practices.
Manage, supervise, and participate in the development and implementation of goals, objectives, policies, and priorities of the City's records management program to ensure compliance with legal requirements.
Represent the City Clerk as official custodian of records under the direction of the City Clerk; serve as the main contact for public records requests; assist and train other departments with public records requests; research and compile documents responsive to freedom of information requests, public records requests, historical research, litigation, and subpoenas served on the City Clerk.
Secure documents that reflect City Council actions for short term, long term, and permanent retention; verify that permanent documents such as resolutions, ordinances, and public hearing files are processed properly including any recordation required; manage the Citywide electronic records system and ensure final documents are entered properly for access by City staff and the public.
Plan, develop, and establish methods and procedures intended to standardize filing and protect and retrieve records, reports, and other information contained on paper, microfilm, computer programs, or other media for the systematic retention, transfer, storage, and disposal of records as required by law; monitor and oversee compliance with such policies, procedures, and schedules throughout the City.
Assume a lead role in assisting departments in developing and maintaining legally sound records management programs that are in compliance with City standards, including but not limited to the maintenance, preservation, and short or long term storage of records.
Analyze federal, state, and local legislation and legal requirements affecting records management and make recommendations for new or amended legislation; conduct research, compile, and review large volumes of information for records related projects and research assignments.
Review and analyze existing and proposed records management systems and procedures; evaluate and recommend changes and modifications as necessary to address changes in law, technology, and/or City business.
Develop and conduct periodic Citywide training regarding laws, policy, procedures, and technological changes affecting records management activities.
Monitor insurance expirations on City contracts; produce reports to notify contract administrators throughout the City of contractors with expiring/expired insurance required by active City contracts; notify accounts payable of contracts failing to maintain required insurance; prepare reinstatement letters as required.
Attend and participate in professional group meetings; maintain awareness of new trends and developments in the field of records management; incorporate new developments as appropriate.
Perform related duties as required.
Qualifications Experience and Education:
Six (6) years of responsible professional and technical experience that includes substantial experience in the development and maintenance of a comprehensive electronic records management program and two (2) years of administrative and project management or lead supervisory experience supplemented by two (2) years of college level course work or specialized training in records management, information management, public administration, business administration, or a related field.
Knowledge of:
Operational characteristics, services, and activities of a records management program; procedures and legal requirements necessary to maintain, archive, preserve, and protect municipal records; principles, practices, and procedures of automated and manual records management, retrieval, and storage including micrographics, electronic imaging, automated information retrieval systems, and computer applications and capabilities for use in records and document management programs; procedures, techniques and methods of document preservation; principles and practices used in the development and implementation of classification systems; principles and practices used in the development and implementation records retention schedules; organization and function of City government; principles of municipal budget preparation and control; principles of supervision, training, and performance evaluation; principles of business letter writing and report preparation; modern office procedures, methods, and equipment including computers; computer applications such as word processing, spreadsheets, and statistical databases; pertinent federal, state, and local laws, codes, and regulations including the Public Records Act.
Ability to:
Coordinate and direct a comprehensive records management program; supervise, direct, and coordinate the work of lower level staff; select, supervise, train, and evaluate staff; recommend and implement goals, objectives, policies, and procedures for providing assigned services; 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 as well as applicable federal, state, and local policies, laws, and regulations; organize, implement, and maintain detailed automated and manual record systems; organize work, set priorities, and provide support to meet records and document management needs; exercise sound, independent judgment; analyze records, document problems, and recommend sound solutions; appraise the value of and legal requirements of City documents for retention purposes; maintain on-line electronic off-site records storage systems and programs; implement and maintain a uniform classification filing system; develop, implement, and maintain an electronic document imaging system; stay abreast of new technologies used to automate systems; develop and present effective training; provide information and organize material in compliance with laws, regulations, and policies; understand legal concepts of document discovery and production of records in response to Public Records Act requests and legal subpoenas; organize, gather and compile data for various legal issues, facts, public records, contracts and resolutions for the preparation of cases and legal documents to assist City Attorneys; conduct effective interviews to accurately prepare and locate documents; participate in the preparation and administration of assigned budgets; plan and organize work to meet changing priorities and deadlines; effectively represent the program area to outside individuals and agencies to accomplish the goals and objectives of the unit; work cooperatively with other departments, City officials, and outside agencies; respond tactfully, clearly, concisely, and appropriately to inquiries from the public, staff, or other agencies on sensitive issues in area of responsibility; interpret and explain records policies and procedures; prepare clear and concise reports; communicate clearly and concisely, both orally and in writing; and establish and maintain effective working relationships with those contacted in the course of work.
License/Certification Required:
Possession of, or ability to obtain within two years of appointment, a Certified Records Manager's Credential offered by the Institute of Certified Records Managers.
Possession of an appropriate, valid driver's license.
Supplemental Information IMPORTANT APPLICATION INFORMATION AND INSTRUCTION Applications will be accepted on a continuous basis until a sufficient number of qualified applications have been received.
The deadline for the first review of applications is on Thursday, April 4, 2024 at 5:
00PM.
Applicants are encouraged to apply early.
Applicants that apply after the first review are not guaranteed to be considered for this recruitment.
This recruitment may close at any time without notice after the first review date.
The selection process will consist of a minimum of skills examination and oral interview.
The eligibility list established from this recruitment may also be used to fill the current and/or additional vacancies throughout the City.
Candidates must be specific and complete in describing their qualifications for this position.
Failure to state all pertinent information may lead to elimination from consideration.
Stating See Resume is not an acceptable substitute for a completed application.
The successful candidate will be required to undergo a reference / background check (to include a conviction record) and pass a post-offer pre-employment medical examination (which will include a drug/alcohol screening).
The City of Anaheim utilizes E-Verify and new employees must provide documentation to establish both identity and work authorization.
Communication regarding your application and/or status will be sent to the email address listed on your application.
Please check your email regularly throughout the recruitment process as you will not receive communications by any other method.
Equal Opportunity Employer The City of Anaheim offers a range of benefit programs for employees and their eligible dependents.
These include health, dental, vision, and life insurance, as well as a variety of voluntary benefits.
Programs and benefits amounts vary and are based on bargaining unit, family size, hire date, plan selection, and number of hours worked.
To view the current benefits summary, visit:
https:
//www.
anaheim.
net/DocumentCenter/View/30970/Benefits-Summary-Full-Time For additional information about the City's benefits, visit:
www.
myanaheimbenefits.
com RETIREMENT BENEFITS - The City contracts with the California Public Employees Retirement System (CalPERS) to provide retirement benefits.
Retirement formula is based on appointment date and membership status with CalPERS.
Note:
Pension contribution limitations are set by CalPERS each calendar year, with compensation limit requirements for Public Employee Pension Reform Act (PEPRA) members and Classic members.
Employee contributions will be deposited into a 401(a) account after reaching this limit.
Employees with CalPERS membership dates prior to July 1, 1996 are not impacted by these limits.
To view the current limits and additional CalPERS information, visit:
https:
//www.
anaheim.
net/DocumentCenter/View/4783/CalPERS-Rates.
Estimated Salary: $20 to $28 per hour based on qualifications.
|
|
 | |
