Records Technician

Job Description:

Records Technician

Description

The City of Temecula is an Equal Opportunity Employer.

Position Description

The City Clerk’s Office is hiring a full-time, benefited Records Technician. This position serves as the primary point of contact for the public and staff members to coordinate records research in response to Public Records Act requests. The ideal candidate will have experience in customer service, and knowledge and experience in responding to records requests. In addition, this position is responsible to track the location and disposition of City records and perform quality checks and data entry in the City’s electronic content management system. Experience with Laserfiche is desirable. The Records Technician serves as a Passport Acceptance Agent and must complete the required training once hired. The ideal candidate must be committed to excellent customer service and have experience in a clerical setting. Applicants must have experience using the Microsoft Office Suite of products (Word, Excel, PowerPoint, and Outlook) and a basic knowledge of City government operations. This is a great opportunity to become a valued member of a small and highly qualified team in the City Clerk’s Office.
DEFINITION

Under direct supervision, performs a variety of duties for the Citywide Records Management Program, including researching and filling customer record requests, transporting and shelving boxes of records and performing data entry and search queries; provides office and organizational support to the City Clerk Department for City Council Meetings, Elections and performs related duties, as assigned.

DISTINGUISHING CHARACTERISTICS

The Records Technician is the Entry level classification in the City Clerk series. The employee provides record storage services, including receiving, maintaining, researching, retrieving and controlling records, completing data entry into and queries from the Records Imaging and Information Management software system. Work is performed in a timely, efficient, confidential and accurate manner in accordance with established practices, policies and procedures of the Citywide records management program.

SUPERVISION RECEIVED AND EXERCISED

Receives direct supervision from the City Clerk or his/her designee.

No supervision exercised.

Examples of Duties

Duties may include, but are not limited to, the following:

• Receives and processes records transferred to inactive storage in accordance with established procedures; references and releases files in response to departmental requests in accordance with established procedures and tracks flow of incoming and outgoing records
• Reviews department inventory information for accuracy before performing data entry into the Records Management database system and executes database searches under direction of senior records staff
• Maintains the City's imaging program; prepares documents for imaging, and performs batch scanning and image quality checks
• Assists staff in fully utilizing the City's automated retrieval system and cross reference index; monitors, administers and maintains the computer assisted retrieval system
• Processes records for destruction in accordance with established retention policies and written authorizations
• Provides assistance to the public, City staff and other government agencies; evaluates requests to determine availability of the information and restrictions on its dissemination
• Assists with preparation of descriptors and inputting of information into automated indexes and electronic databases
• Attends meetings and seminars relating to records management, as appropriate
• Retrieves, compiles, and delivers requested records and information to department users
• Performs research and compiles documents in response to requests made under the Public Records Act, as directed
• Ensures that adequate levels of supplies are maintained for records management use
• Greets, receives and directs customers
• Prepares and writes a variety of reports and documentation, including detailed Risk Management incident reports
• Performs other duties of a similar nature

Minimum Qualifications

EDUCATION AND/OR EXPERIENCE

High School Diploma or equivalent; and one (1) year of records and information management support experience, preferably in a centralized records management setting is desirable.

KNOWLEDGE, SKILLS & ABILITIES

Knowledge of:

• Records keeping and general office principles, practices and techniques
• Pertinent federal, state, and local laws, code and regulations related to records retention and disposal
• Importance of data integrity to successful information systems, and the ability to identify and challenge data discrepancies in record inventories
• Occupational hazards and safety measures appropriate to work performed

Skill to:

• Operate various types of standard office equipment, including a personal computer and related software
• Communicate respectfully and effectively with a diverse internal and external customer base; maintain confidentiality of information; remain calm, and exercise sound judgment when dealing with sensitive, complex, tense and/or confrontational situations
• Operate a motor vehicle in a safe manner

Ability to:

• Operate desk top and large format scanners
• Abstract and index documents for records database and imaging applications using standard preset forms and templates
• Index, organize and file (alpha, numeric, chronological) with high degree of accuracy and attention to detail
• Prepare and maintain accurate and precise written documents such as reports, records, forms and correspondence; establish and maintain complex records and filing systems; provide information and organize material in conformance with policies and regulations
• Establish and maintain courteous, cooperative, and effective working relationships with those encountered in the course of work
• Understand and follow oral and written instructions
• Communicate clearly and effectively, both orally and in writing
• Use proper English, spelling, grammar and punctuation
• Organize work, set priorities and work efficiently
• Complete work with a very high degree of accuracy and confidentiality; make accurate arithmetic calculations
• Serves as emergency services worker in the event of an emergency

LICENSES AND/OR CERTIFICATES

Possession of a valid California Class C driver's license and an acceptable driving record.

SPECIAL REQUIREMENTS

Satisfactory results from a background investigation and administrative screening. The administrative screening may include a pre-employment drug screening for positions which are designated as safety sensitive or security sensitive, including but not limited to being responsible for the care and custody of children and operating heavy equipment.

Supplemental Information

WORKING CONDITIONS & PHYSICAL DEMANDS :

The physical and mental demands 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.

While performing the duties of this job, the employee is regularly required to stand and sit; talk or hear both in person and by telephone; use hands to finger, handle, feel or operate equipment needed to carry out duties of the position; and reach with hands and arms. The employee frequently stands or walks, and lifts and moves records and documents or objects weighing up to 50 pounds alone, and up to 100 pounds with assistance. Specific vision abilities required by this job include close vision, color vision, and the ability to adjust focus.

The employee is regularly required to use written and oral communication skills; read and interpret data; use math and mathematical reasoning; analyze and solve problems; learn and apply new information; perform highly detailed work on multiple, concurrent tasks; meet intensive and changing deadlines and interact with City staff, officials, customers, vendors, contractors, and the general public.

The employee typically works in office conditions; the noise level is frequently quiet or moderately quiet, at or below 50 decibels.

This recruitment will establish an eligibility list which may be used to fill future vacancies in the same classification or below in the same classification series for both project and authorized positions.

PLEASE NOTE: If you are a CalPERS annuitant, please be advised that this position does not meet the statutory criteria for post-retirement employment because the incumbent will be performing regular staff duties for an undetermined duration. Employment in this capacity would require you to rescind your retirement and reinstate as a current member of CalPERS.

SUPPLEMENTAL INFORMATION :
Flexibly Staffed: No
FLSA Status: Non-Exempt
Conflict of Interest: Not Required
Department: City Clerk
Bonding Required: No

The City of Temecula is an Equal Opportunity Employer.

Benefit Summary for Full-Time Represented Employees

Full-time represented employees enjoy a generous allotment of $1,800 per month to purchase a variety of benefit options detailed below.

City Contributions
The City provides a Health Flex Contribution (HFC) of$600 per month that may be used for enrollment in the City’s health, dental, or vision insurance, or a health flexible spending account. Any unused portion of the HFC will be forfeited.

A Cafeteria Allotment of $1,200 per month may be used to pay premiums for health, dental, vision, mandatory group life and disability insurance, and health or dependent care flexible spending accounts. Any unused cafeteria allotment will be paid to the employee as taxable income.

Health Insurance
The City’s health plans are administered by CalPERS. We offer a variety of health plans, including HMOs and PPOs.

Dental Insurance
Dental coverage is offered through MetLife. Employees have the option of HMO or PPO plans with rich benefits at competitive rates.

Vision Insurance
EyeMed provides the City’s vision plan. In addition to extensive coverage at a low rate, EyeMed partners with service providers and retailers throughout the region.

Life and AD&D Insurance
All City employees are required to enroll in a basic life and AD&D group policy in the amount of $50,000. Additional life insurance is also available for employees and their family members.

Short- and Long-Term Disability
All City employees are required to enroll in short- and long-term disability insurance. This insurance pays 2/3 of the employee’s wages if the employee is off work due to an illness or injury outside of work.

Flexible Spending Accounts
The flexible spending accounts provided by the City allow you to pay for certain health and dependent care expenses with pre-tax dollars.

Supplemental Plans
Supplemental plans through Aflac can help you bridge the gap in your existing health insurance. Plans include Accident Indemnity, Hospital Indemnity and Critical Illness Protection.

Retirement
Authorized employees are enrolled in the California Public Employees Retirement System (CalPERS). The City offers the followingretirement plans depending upon eligibility:

Classic Tier 1 Members:
This category applies to employees hired by the City of Temecula before 9/24/11. The retirement formula is 2.7% @ 55 with an 8% employee contribution; however, the City pays 5% of the employee's contribution.

Classic Tier 2:
This category applies to employees hired by the City of Temecula on or after 9/24/11, and are considered "classic"CalPERSMembers . The retirement formula is 2% @ 60 with a 7% employee contribution; however, the City pays 4% of the employee's contribution.

PEPRA Members:
This category applies to employees who are hired by the City of Temecula after 1/1/13 and are new toCalPERSmembership. The retirement formula is 2% @ 62 with a 7.25% employee contribution.

Deferred Compensation Plans
The City partners with both MissionSquare and Nationwide Retirement Solutions to provide you with additional options to fund your retirement.

Comprehensive Annual Leave (CAL)
The City encourages work/life balance. We offer paid Comprehensive Annual Leave (CAL) that can be used for rest and relaxation, personal business or personal/family illness.

Holidays
City employees receive a total of 13 paid holidays each calendar year. This includes 12 observed holidays and one floating holiday each year.

Bonding Leave
The City believes bonding with a new child is vitally important for families. Employees are provided up to eight weeks of bonding leave for the purpose of bonding with their child in connection with birth, adoption, or foster care placement. Bonding leave is paid at the rate of 2/3 of the employee’s base salary and may be used for up to one year following the birth, adoption or foster care placement.

Tuition Reimbursement
The City offers Tuition Reimbursement of up to $1,500 per fiscal year for job related education or training that will benefit the employee in their position.

ComputerLoan Program
After one full year of employment, the City provides employees with an interest-free loan of up to $2,000 to purchase a personal computer, iPad, or similar "computer tablet" device.

Closing Date/Time: 1/12/2025 11:59 PM Pacific

Salary:

$23.51 - $30.10 Hourly