Location
Description
HIGHLIGHTS
- Be part of a collaborative admin team that provides exceptional customer service
- Strong commitment to professional development and career advancement
- Play a key role in the digitization of the City's records
We are seeking an enthusiastic, customer-oriented team player who thrives in a busy environment to perform a variety of functions including organizing and researching records, providing information, processing fees, and receiving payments, by telephone, in-person and via e-mail. The Records Management Specialist acts as a liaison between customers and the hiring department and must have the ability to set priorities, plan and organize a diversified workload and fulfill commitments in a timely manner.
PRIMARY RESPONSIBILITIES
Perform a full range of responsible, specialized, technical, and confidential office clerical support functions
Provide excellent customer service to internal and external customers, address questions and resolve concerns
Legal requirements of local, state and federal laws relating to records retention and destruction.
Assist in organizing and administering the Citywide Records Management Program
Manage departmental records storage systems, including records filing, research and retrieval
Coordinates and maintain citywide off-site records storage systems and assists with internal and offsite audits for legal retention requirements.
Principles and practices and procedures of automated and manual records management, retrieval and storage including electronic imaging, automated information retrieval system and computer systems related to maintaining municipal records.
Perform administrative functions related to imaging system software
Assist with destruction of records in accordance with the records retention schedule
Evaluate Public Records Act requests and provide copies of relevant records in accordance with legal requirements and the City’s interests.
Serve as liaison between customers, staff, City officials, and other agencies
Receive and respond to requests for information; directs a high volume of incoming calls and inquiries to appropriate staff
Process public record requests including file and plan review, and written notification to architects, engineers, homeowner associations, and property owners
Create and maintains a variety of logs and records
Perform general administrative and clerical duties in support of the department
Attend City Council and Commission meetings which may take place during evening and/or nigh hours, as requested.
Perform related duties as required
Ideal Candidate
Two years of responsible clerical or office administrative experience
Excellent interpersonal and customer service skills to interface with internal and external customers
Excellent computer skills including experience with Microsoft Office, experience with Laserfiche, AS400, and Naviline is preferred
Excellent organizational skills and ability to multi-task
Attention to detail and accuracy are essential
Ability to meet deadlines as prescribed by law
Ability to work very effectively with many people inside and outside the City organization
A minimum of a High School Diploma or equivalent, a college degree is preferred
A valid Class C California driver’s license
CORE COMPETENCIES
Strategic Thinker
Accountable
Customer Focused
Results Oriented
Planner and Organizer
Flexible and Adaptable
Technically Knowledgeable
DISASTER SERVICE WORKER
Pursuant to California Government Code Section 3100, all public employees are required to serve as disaster service workers subject to such disaster service activities as may be assigned to them by their supervisors or by law.
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.
Special Instructions
FILING DEADLINE: This position will remain open until filled.
FIRST REVIEW: The first review of applicants will take place on Monday, July 8, 2024.
REASONABLE ACCOMMODATION: The City of Thousand Oaks makes reasonable accommodation 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.