Records Specialist - Chino, United States - Inland Empire Utilities Agency

Description

THE OPPORTUNITY
Are you an experienced records professional interested in a challenging and rewarding career? Are you interested in applying your skills and experience to ensure the accuracy and integrity of all data stored in our database and records keeping systems? If you are a data and quality driven individual, the Inland Empire Utilities Agency (IEUA) is seeking a knowledgeable and innovative records professional to join our team

This Position might be the perfect fit for you if:

• You have a high level of integrity and honesty.
• You enjoy working with databases and electronic records keeping systems.
• You have experience maintaining records.
• You enjoy communicating with a broad group of internal and external stakeholders.
• You enjoy public speaking, giving presentations, and training others in a group setting and one to one.
• You have a desire to serve the community and contribute to the well-being of the public

Here at the Inland Empire Utilities Agency, we are a leader in water management and environmental stewardship. We strive to produce high-quality renewable products such as recycled water and top-quality compost to enhance and preserve the quality of life throughout our region. Our values go beyond just protecting the resources and the communities we serve. We are committed to applying ethical, transparent, and environmentally sustainable principles to all aspects of business and organizational conduct. We recognize that our commitment to the community starts with our employees. To ensure that our staff can continue to perform at a high level and provide unparalleled services throughout our service area, we strive to provide a healthy work-life balance. Here are a few ways the Inland Empire Utilities Agency is committed to helping you feel your best, work your best, and live your best while working with us:

• A 4-day work week with remote hybrid work schedules for some positions
• A pension through California Public Employees Retirement System (CalPERS)
• Generous employer monthly health benefit allowances to go towards the cost of medical, dental, and vision insurance
• Competitive vacation, floating holiday, sick time in addition to 9 agency paid holidays
• Basic life insurance coverage provided
• 457b Deferred Compensation Contribution
  
  

There is (1) vacancy in the Information Technology Department.

This recruitment is being conducted to fill (1) vacancy and will establish an eligibility list which may be used to fill future vacancies as they occur during the active status of the eligibility list.

This position is a Limited-Term (18-months) employment opportunity. Limited-term employees are "AT-WILL" employees, and their employment can be terminated at any time, with or without cause, and with or without notice. A full-time, limited-term employee shall be eligible for the same insurance and leave benefits, as a regular Agency employee occupying the same regular classification, pursuant to the applicable Personnel Manual or MOU EXCEPT for the following: educational reimbursements, certification or licensing payments/reimbursements and computer loans.

Salary Range: GU 173
FLSA: Non-Exempt

Under general supervision, coordinates, organizes and maintains the Agency records management and information governance programs; oversees the organization, maintenance, retention and destruction of records in compliance with all applicable public records laws and regulations and Agency policies; coordinates and participates in the archiving and physical storage of vital records and imaging processes to convert files and documents into digital format; and performs related duties as assigned.

DISTINGUISHING CHARACTERISTICS: A Records Specialist performs journey-level technical/specialized records management duties including receipt and scanning of documents, summarizing and indexing a wide variety of documents and media for electronic and hard copy storage, performing quality-control checks on documents scanned by others, and performing records research and retrieval. Duties and responsibilities are carried out with considerable independence within a framework of established policies and procedures.

Employees in this class typically report to the Records Management Supervisor.

Records Specialist is distinguished from Records Management Supervisor in that an incumbent in the latter class has full supervisory responsibility and broader administrative duties. It is further distinguished from Office Assistant and other administrative support classes by the incumbent's knowledge and specialized duties associated with the administration and implementation of the Agency's records management program. The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class.

Receives, reviews and files records and documents; enters records and documents into electronic content management systems; indexes records; prepares and scans documents or performs quality assurance checks ensuring that images meet established quality standards; searches, retrieves and prints copies of imaged documents upon request; sends and retrieves records from storage.

Reviews and determines appropriate indexing criteria for a wide variety of documents and records, including maps, engineering drawings, contracts, agreements, property records, agendas, ordinances, legal records and other documents; enters indexing codes and linkages into document management databases; researches and resolves difficult indexing issues and problems; ensures accurate linkage of documents to create comprehensive historical records and chains of events and for easy retrieval.

Using standard tools and queries, identifies and corrects document management system database problems and errors; locates and enters missing data and attributes, and corrects linkage errors and problems.

Conducts record searches with minimum criteria to find and retrieve requested documents and records for Agency staff and in response to Public Records Act requests; redacts confidential information prior to release; may act as Official Custodian of Records for the Agency.

Plans, organizes and conducts records management program analyses and/or special projects; identifies problems, determines analytical techniques and statistical and information-gathering processes and obtains necessary information and data; analyzes alternatives and makes recommendations; discusses findings with management; once approved, develops implementation plans, policies and procedures; may lead a project team or portion of a larger project.

Conducts or assists in records management training for Agency staff; advises department managers on legal requirements, standards and appropriate procedures for preserving, storing, retrieving, retaining and destroying records in accordance with established policies and procedures.

Stays abreast of emerging trends and advancements in records management including management of electronic data such as email, text and social media; participates in the implementation of new electronic document management systems, policies and standards.

May participate in professional group meetings.

Serves as a technical resource for other records management staff and may provide work guidance on a particular project or function; trains and mentors clerical staff members assigned to the unit.

EDUCATION, TRAINING AND EXPERIENCE:
Graduation from high school or GED equivalent, and at least three years of progressively responsible experience in records management or administrative support involving experience with a comprehensive records management program including micro graphics and computer technology, or related work; or an equivalent combination of education, training and experience. Experience in a public agency is preferred. A bachelor's degree in library and information science or information management may be substituted for experience.

LICENSES; CERTIFICATES; SPECIAL REQUIREMENTS:
A valid California Class C driver's license and the ability to maintain insurability under the Agency's vehicle insurance program.

A Certified Records Manager (CRM) certification from the Institute of Certified Records Managers is highly desirable.

KNOWLEDGE OF:
Practices, methods and techniques of records management for a public agency.

Document management and storage technologies, including electronic document management systems and related processes, equipment and quality standards.

Records indexing systems and criteria.

Use of document imaging equipment and software.

Basic archival preservation and conservation methods.

Research methods and analysis techniques.

Agency policies, procedures and practices regarding the maintenance, retention and destruction of public records, including privacy rights and requirements for dealing with confidential records.

The Public Records Act.

Safety policies and safe work practices applicable to the work.

ABILITY TO:
Review documents and apply, with a high degree of accuracy and timeliness, file categories and indexing structures to a wide variety of materials in a comprehensive document and records management system.

Organize work, set priorities and work independently with minimal supervision.

Research and conduct difficult record searches and locate related documents and actions to establish comprehensive historical records for a project, event or action.

Understand, interpret, explain and apply federal, state and local policies and laws applicable to areas of responsibility.

Communicate effectively, both orally and in writing.

Understand and follow written and oral instructions.

Operate a computer and enterprise software, standard business software, specialized electronic content management systems and imaging equipment.

Maintain confidentiality of Agency documents and records.

Establish and maintain effective working relationships with all those encountered in the course of work.

All employment applications will be reviewed for accuracy, completion, relevant experience, education, training and other job-related qualifications. Applicants with the strongest background relating to the responsibilities of this position will be invited to participate in the testing process which may include one or more of the following: written test, oral interview, performance/practical examination. The successful candidate will be required to pass a background/reference check and pre-employment physical examination including a drug screen (for safety sensitive position) at no cost to the candidate. Please visit our website at and select the Human Resources Department for additional information regarding the Agency, the hiring process and benefit information.
Any applicant requiring reasonable accommodation during the selection process due to a qualified disability must inform the Human Resources Office at or at least 72 hours in advance of the need for accommodation.

THE PROVISIONS OF THIS ANNOUNCEMENT DO NOT CONSTITUTE A CONTRACT, EXPRESSED OR IMPLIED, AND ANY PROVISION CONTAINED IN THIS BULLETIN MAY BE MODIFIED OR REVOKED WITHOUT NOTICE.

"The Agency's success is obtained by creating a positive and diverse work environment which recognizes individual differences and experiences".
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