Part-Time Records & Digital Filing Specialist

City of San Marcos; San Marcos (CA); On-site; USD 25,000 - 30,000; Part time

Job summary

The City of San Marcos seeks a Part-time Office Assistant to support the Development Services Department and its Master File Project, organizing planning and engineering records and ensuring accurate indexing. You will review, scan, and classify documents, apply consistent naming conventions, and help create a reliable digital records system for staff and the public.

Ideal candidates are dependable, highly organized, and comfortable handling both paper and electronic records.

Qualifications

• High school diploma or equivalent required.
• Experience with clerical, filing, scanning, or records management desirable.
• Detail-oriented with strong organizational skills.
• Ability to follow established naming conventions and procedures.
• Experience with planning, engineering, or public agency records is helpful but not required.

Responsibilities

• Review, sort, and organize historical records for the Development Services Department.
• Prepare papers for scanning and ensure proper sequence.
• Scan records and verify image quality and orientation.
• Apply naming conventions, indexing standards, and records procedures.
• Identify document types and file in the correct electronic folder.
• Enter and verify project, address, parcel, or permit data.
• Support organization of shared electronic records and file systems.
• Maintain confidentiality of sensitive information.
• Provide general clerical support and assist with special projects.

Skills

Filing systems

Data entry

Microsoft Office

Proofreading

Customer service

Organizational skills

Communication

Education

High school diploma

Tools

Scanners

Spreadsheets

Electronic records systems

Job description

The City of San Marcos seeks a Part-time Office Assistant to support the Development Services Department and its Master File Project, organizing planning and engineering records and ensuring accurate indexing. You will review, scan, and classify documents, apply consistent naming conventions, and help create a reliable digital records system for staff and the public.

Ideal candidates are dependable, highly organized, and comfortable handling both paper and electronic records.