Job Description

The Position

Grow your Records Management career at the City of Santa Rosa!

The City of Santa Rosa is committed to building a workforce reflective of our community and establishing a lasting culture of equity and belonging within our organization. Our collective talents and expertise contribute to high-quality public services that support a vibrant, resilient, inclusive City for our community and visitors. We celebrate a diverse workforce and welcome all qualified candidates to apply.

WHAT THE CITY OFFERS

• A 2.5% salary increase effective July 2023
• 11 paid holidays annually, plus 1 to 3 \'floating holidays\' per year, depending on hire date and years of service
• $500 annually for wellness
• Flexible schedule (9/80 or 5/8) available with management approval
• Exceptional benefits package

In addition to offering a challenging, rewarding work environment and excellent salary, the City of Santa Rosa provides a generous suite of benefits, including retirement through CalPERS, a competitive leave accrual package, choice of health plans, a flexible spending program, flexible work schedule options, and top of the line employer paid (free to you) vision and dental coverage. More information regarding benefits associated with this position can be found in the and on our .

WHAT YOU\'LL DO
As the next Records Management Technician, you\'ll develop, coordinate and maintain the Citywide Records Management Program and centralized electronic records management system for optimum utilization and compliance, perform a variety of complex and routine technical, administrative and clerical tasks, and perform related work as required.

This is an exciting opportunity to apply your knowledge and skills and grow further as you play a key role in the long-term, city-wide implementation, training, management, and maintenance of a Trusted System framework related to storing electronic records, and management of citywide Retention Schedule in accordance with legal requirements, state and federal code, and standard records management policies and procedures.

WHAT YOU\'LL BRING

Records Management Knowledge & Skills - Technical, functional, and/or professional skill or knowledge in position-related areas such Records Management, RIMS, records retention, and policy research; keep up with current developments and trends in areas of expertise; and leverage expert knowledge to accomplish results.
Project Management - Success in designing, implementing and managing ongoing projects and providing related resources, personnel and activities to successful completion.
Planning & Organizing - Experience and skill in establishing action plans to complete work efficiently and on time by setting priorities, establishing timelines and using resources.
Adaptability - Effectiveness when experiencing major changes in work responsibilities or environment (e.g., people, processes, structure, or culture); adjusting effectively to change by exploring the benefits, trying new approaches, and collaborating with others to make the change successful.
Collaborating and Customer Service Focus- Working cooperatively with others to help a team or work group achieve its goals, and ensuring that the (internal or external) customer\'s perspective is a driving force behind strategic priorities, business decisions, organizational processes, and individual activities; crafting and implementing service practices that meet customers\' and own organization\'s needs; promoting and operationalizing customer service as a value.
Critical Analysis - Identifying and understanding issues, problems, and opportunities; comparing data from different sources to draw conclusions; using effective approaches for choosing a course of action or developing appropriate solutions.

Examples of Duties and Responsibilities

• Establishes, maintains, and updates complex computerized data base programs and manual filing systems for centralized City records;
• Provides oversight of the development and maintenance of EDMS indexing and archival storage systems in accordance with the Trusted System framework related to electronic records, and legal requirements, state and federal code, and standard records management policies and procedures;
• Assists other departments in developing the indexing and metadata fields consistent with the Electronic Document Management System (EDMS);
• Establishes procedures for data entry, for data integrity and for indexing, tracking and retrieving records; receives, indexes, enters, stores, retrieves, films, and destroys records in keeping with City policies, State and Federal requirements;
• Works with and advises departments on the proper procedures for preserving, storing, retrieving, retaining, and destroying records in accordance with established policies;
• Assists with the administration of the citywide destruction of records in accordance with the records retention schedule including the preparation of Requests for Destruction; works with all departments in the purging of files and coordination of the timely destruction of records;
• Maintains vital records program, and updates and maintains records retention program;
• Prioritizes work; trains and works with staff in maintaining records, and keeps records of work performed;
• Assists with the procurement of records management supplies and services in accordance with City requirements;
• Diagnoses and resolves computerized filing system problems through consultation with the appropriate City staff and outside vendors;
• Identifies, maintains, and updates storage areas to ensure the most effective use of space; coordinates the installation, modification and updating of computerized record systems;
• Operates document imaging equipment, microfilm reader printers, load lifters, computers and printers; scans and indexes records; coordinates microfilming of records by vendors and other work related to records storage and maintenance;
• Develops procedures and standards for the archiving and retention of historical records and documents, and;
• Assists the City Clerk with daily operations related to the EDMS and Records Management Program and performs other duties as assigned.

Required Qualifications

Knowledge of: Working knowledge of electronic and manual filing methods, systems and equipment used in storing, retrieving and updating City records; word processing and data base management programs similar to those currently in use by the City; requirements, procedures and best practices for indexing, filing, archiving, microfilming and destroying municipal records and documents; current document imaging technology;
personal computer systems and applicable software programs; standard business correspondence, correct English grammar usage, vocabulary and spelling.

Ability to: Design, evaluate, maintain, modify and update the City\'s Electronic Document Management System; maintain comprehensive computerized and manual filing systems within prescribed standards; identify, evaluate, and make recommendations regarding short-term and long-term storage solutions for City records; assist with the procurement of records management supplies and services; perform advanced filing and clerical work requiring independent work and good judgment; maintain confidentiality of records, files and documents; train and work with support staff and employees in other departments;
communicate effectively both orally and in writing; establish and maintain effective working relationships with fellow employees, City officials, civic organizations, outside contractors, vendors, and the general public; follow oral and written instructions and provide oral and written instructions to others; operate a personal computer and document imaging equipment; ability to use a keyboard to type accurately and at sufficient speed to accomplish assigned work efficiently.

Experience and Education: Any combination equivalent to experience and education that could likely provide the required knowledge and abilities would be qualifying. A typical way to obtain the knowledge and abilities would be: Experience: Sufficient years of increasingly responsible records management experience or administrative experience involving records management and/or filing systems, experience with public records management and electronic records management systems (EDMS) is highly desirable. Education: Coursework in records management and/or computerized filing systems is preferred. Equivalent to a two (2) year college degree and designation as a Certified Records Manager (CRM) is desirable.

Additional Information

Working conditions and physical job requirements are available on the

The Selection Process
The first step in the selection process will consist of a review of each applicant\'s employment application and supplemental questionnaire for minimum qualifications.
Depending on the number and breadth of experience of the of applicants, the next step may consist of a thorough evaluation of training and experience as presented on the applications and responses to supplemental questions. Applicants scoring highest in this process will be invited to interviews that may be online or in person.

Please complete a thoughtful, thorough Supplemental Questionnaire submission. As part of the selection process, your responses to these questions will be scored using criteria specific to this position. Responses such as "See Resume" may be cause for disqualification from the process.

Additional requirements, such as successful completion of a physical exam, drug screen, etc., may apply, depending on the duties and responsibilities of the position. If you receive a conditional job offer for the position, the requirements upon which the offer is contingent will be outlined in the conditional job letter.

The City of Santa Rosa - A Wonderful Place to Call Home
A charter city incorporated in 1868, Santa Rosa is the county seat of Sonoma County, one of California\'s premier wine growing regions, and is the gateway to tourist destinations in the redwoods and on the coast. Santa Rosa is the 26th largest City in the state. It occupies 41 square miles and serves a population of 170,000. The City has a historic preservation program and has environmental diversity.

The City of Santa Rosa provides a full range of services including police and fire protection; construction and maintenance of streets and other infrastructure; water, storm water, and wastewater utilities; housing services through its Housing Authority; economic development; transit; parking; and recreation, parks, and cultural services, including a municipal golf course. The City of Santa Rosa\'s residents work in a well-balanced mix of management, professional, manufacturing, sales, tourism, transportation, construction, and service jobs. The City also plays an important role in supporting the agriculture and tourism industries of California\'s north coast.

The City of Santa Rosa is proud to be an equal opportunity workplace.

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