Certified Records Manager

City of Palm Springs; Palm Springs (CA); On-site; USD 85,000 - 110,000; Full time

Job summary

The City of Palm Springs is seeking a Certified Records Manager to lead the City Clerk’s Records Management Program, including active records, archives, and access management. You will work with department liaisons to ensure PRA compliance and establish a publicly accessible records center.

Responsibilities include developing city-wide records policies, managing PRA responses, and guiding digitization and archival projects, with oversight of staff and ongoing training.

Qualifications

• Experience in records management, archives, and PRA handling.
• Supervisory experience preferred.
• CRM certification is a plus.

Responsibilities

• Develops and manages a comprehensive City-wide records and archives program.
• Manages PRA requests and ensures compliance with statutory timelines and legal standards.
• Plans, directs, and coordinates maintenance and destruction of city documents per policy.
• Establishes and enforces standards for records management across departments.
• Oversees records retrieval and destruction schedules and digitization efforts.
• Trains staff and provides guidance on PRA requirements and best practices.
• Oversees archival program and historical records preservation.
• Assists in elections and participates in civic meetings as needed.

Skills

Records management

Supervisory experience

PRA guidance

Education

High school diploma or GED

Associate's degree preferred

CRM certification preferred

Job description

The City of Palm Springs is excited to announce the opportunity for the position of Certified Records Manager!

THE CITY:Palm Springs, located in the Coachella Valley, is known for its luxurious yet relaxed lifestyle. Picture waking up to fresh air, surrounded by palm trees, and enjoying stunning mountain views. This city offers a perfect blend of nature and modern living for both residents and visitors. Palm Springs is ideal for families, offering numerous parks, gardens, and nature reserves for leisurely activities and wildlife encounters. With a wide range of attractions and events, there’s always something fun for everyone in the family. To see the exciting things going on visit the Engage Palm Springs website. The City of Palm Springs is committed to cultivating a diverse, equitable, and inclusive workplace, from policies to inclusive healthcare, and making people of various backgrounds feel welcome and supported. To view our recent Human Rights Campaign score of 100%, visit the Municipal Equity Index website.

THE POSITION:This position is a member of the City Clerk's Office and is responsible for overseeing the primary function of the City Clerk’s Records Management Program(s), including active records, archives, and access management, works closely with department liaisons to ensure management of City records with regards to business continuity, accessibility, and risk, including supporting consistent practices related to Public Records Act (PRA) compliance; oversees the initiatives to establish and maintain a publicly accessible records center for the records with permanent and long-term value to the City and community.

Salary Note: Although the full salary range for this position is provided, appointments are made at the range minimum

Essential and other important responsibilities and duties may include, but are not limited to, the following:

Essential Functions:

• Develops, implements, and manages a comprehensive City-wide records and archives management program in accordance with current federal, state, and municipal legal requirements.
• Manages and responds to Public Records Act (PRA) requests, ensuring responses meet statutory timelines and legal standards; conducts records inventories and surveys.
• Plans, directs, and coordinates the maintenance and destruction of all City documents to include ordinances, resolutions, contracts, and meeting minutesper established policy.
• Establishes and enforces standards, administrative policies, and procedures for records management across city departments.
• Oversees, administers, and enforces the records retrieval and destruction schedule.
• Trains and assists City departments with the implementation of the records management program, applying City policies, procedures, and techniques.
• Serves as the City’s subject matter expert on the Public Records Act, overseeing and coordinating PRA processes across all departments and providing guidance on legal requirements, exemptions, and best practices to ensure consistent, legally compliant PRA administration City-wide.
• Manages the City’s archival program in accordance with legal and professional standards and best practices.
• Oversees the collection, classification, preservation, and accessibility of material with historical, administrative, cultural, research, or other significant value.
• Provides professional consultation to City departments, commissions, boards, and other partners on records management issues and research projects.
• Plans, supervises, and evaluates the work of assigned staff and provides professional development and coaching to achieve effective operations.
• Plans, implements, and oversees digitization projects as necessary; oversees document imaging production, quality control procedures, and off-site storage.
• Identifies grant opportunities, writes grant applications, and administers grant projects.
• Conducts regular audits of records management processes to ensure compliance and identify areas for improvement.
• Assists in conducting elections; attends City Council, Commission, and other civic or community-related meetings as needed.
• Performs other duties as assigned.

Minimum requirements must be clearly demonstrated on the application to be considered, however, meeting the minimum requirements does not guarantee an invitation to compete further in the selection process. Experience requirements must be demonstrated in the "Work Experience" section of the application, other sections of the application will not be used to determine experience qualifications. (One year of work experience is the equivalent of 12 months of full-time work. "Full-time work" means at least 36 hours of work over a period of one week or 1,872 hours of work over a period of at least 12 months.) Qualifications noted as "desirable" or "preferred" are not included as part of the minimum requirements.

Experience:

• Three (3) years of increasingly responsible experience in records management, archives, and municipal support, including indexing, retention, retrieval, and destruction of optical images, is required.
• Supervisory experience is preferred.

Training:

• High school diploma or GED equivalent is required.
• Associate's degree in public or business administration, records management, or a closely related field is preferred.
• Specialized records management training, including the indexing, retention, retrieval, and destruction of optical images, is preferred.

License or Certificates:

• Possession of, or ability to obtain, and maintain a valid California driver license with a satisfactory driving record is required. (A driving record may be deemed unsatisfactory for any of the following reasons: three or more moving violations or reportable accident within the last three years; conviction of driving under the influence within the last five years.)
• Certified Records Manager (CRM) certification is preferred.

Special Requirements:

• Must Successfully complete a pre-employment background investigation, fingerprints, and physical.
• Must be willing and able to work various hours, including early mornings, evenings, weekends, and holidays.

WORKING CONDITIONS

The following work environment and physical conditions described here are representative of those an employee encounters while performing essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions and expectations.

This position regularly works in an office environment and travels from site to site; exposure to standard office equipment, including computers, phones, photocopiers, filing cabinets, and fax machines; regularly communicates in person and may require maintaining physical conditions necessary for sitting, standing, and bending for prolonged periods of time; manual dexterity and coordination; moderate lifting, carrying, pulling, pushing, bending; operating and driving a vehicle for extended periods.

The City of Palm Springs

3200 East Tahquitz Canyon Way

Palm Springs, CA 92262

www.palmspringsca.gov

760-323-8215

Applications must be received by 4:00 pm, November 19, 2026 in order to be considered for this opportunity. The City of Palm Springs reserves the right to accelerate or extend the "Closing Date" of open positions at any time, dependent upon the number of applications received.

The City of Palm Springs is an equal employment opportunity employer and we encourage all persons to file applications. Applicants will be considered regardless of race, color, creed, national origin, ancestry, age, sex, sexual orientation, gender, gender identity, gender expression, family or marital status, disability, medical condition or pregnancy, genetic information, religious or political affiliation, or veteran status.

Disaster Service Worker: In accordance with Government Code Section 3100, City of Palm Springs Employees, in the event of a disaster, are considered disaster service workers and may be asked to respond accordingly.