Public Records Coordinator

City of Antioch; Antioch (CA); Sur place; USD 85 000 - 120 000; Plein temps

Résumé du poste

City of Antioch is seeking a Public Records Coordinator to manage the records request process and support the records management program. You will work with City departments, the City Attorney's Office, and external agencies to balance transparency and legal compliance.

Responsibilities include handling requests within statutory timelines, updating retention schedules, and guiding staff on access and disclosure requirements.

Qualifications

• Knowledge of the California Public Records Act, records retention laws, and disclosure requirements.
• Experience coordinating public records requests with internal departments and legal counsel.
• Ability to implement and maintain records retention schedules and ERMS policies.

Responsabilités

• Administers and coordinates the City's Public Records Request Program to ensure CPRA compliance.
• Receives, logs, tracks, and responds to requests within statutory timelines with appropriate redactions.
• Advises staff and the public on records accessibility, retention, and disclosure policies.
• Develops and updates the City's Records Retention Schedule and related guidelines.
• Conducts records inventories, audits, and program assessments for compliance.

Connaissances

Public records administration

Records management

Customer service

Formation

Bachelor's degree in public administration or related field

4 years' experience coordinating public records requests and records management

Outils

Electronic Records Management Systems

Document imaging software

Database management

Description du poste

SUMMARY DESCRIPTION

Under general supervision, the Public Records Coordinator is responsible for independently performing advanced para-professional and administrative duties in support of the City of Antioch's public records and records management programs, ensuring compliance with the California Public Records Act (CPRA), records retention laws, and all other applicable legal requirements. The position coordinates the City's response to public records requests, promotes consistent records management practices across all departments, and serves as a technical resource on records access, retention, and disclosure requirements. Work requires collaboration with City departments, the City Attorney's Office, external agencies, and the public to balance transparency, legal compliance, and operational efficiency. The Public Records Coordinator is expected to identify opportunities for process improvements, recommend best practices, and perform a full range of responsibilities with minimal supervision while providing responsive, professional customer service. The position plays a critical role in advancing the City's commitment to accountability, transparency, and effective stewardship of public records.

DISTINGUISHING CHARACTERISTICS

The Public Records Coordinator is an advanced para-professional classification responsible for coordinating and administering the City's public records request process and supporting the City's records management program. The position requires proactive leadership and sound, independent judgment to navigate the City’s obligations under the California Public Records Act (CPRA), retention requirements, and established City policies and procedures. Incumbents are responsible for coordinating public records requests, conducting records research, facilitating interdepartmental responses, recommending process improvements, and serving as a technical resource to City staff on records management and disclosure requirements. This classification is distinguished from the Analyst classifications in that its primary focus is the specialized administration of the City's public records and records management functions. While Analyst classifications typically perform broad organizational, operational, budgetary, policy, and program analysis across a variety of City functions, the Public Records Coordinator applies specialized technical knowledge of public records laws, records retention, disclosure requirements, and records management systems. The Public Records Coordinator emphasizes regulatory compliance, records administration, and coordination of public records requests rather than conducting broad administrative or policy analyses or managing Citywide programs.

The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices.

1. Administers and coordinates the City's Public Records Request Program and records management program to ensure compliance with the California Public Records Act (Government Code §§ 7920 et seq.), records retention laws, and other applicable federal, state, and local laws, regulations, and City policies.


2. Serves as the City's primary coordinator for Public Records Act requests by receiving, logging, tracking, reviewing, coordinating, and responding to requests within statutory timelines; collaborates with City departments and the City Attorney's Office to identify responsive records, determine disclosure requirements, apply statutory exemptions, and ensure appropriate redactions when required by law.


3. Provides guidance and assistance to members of the public and City staff regarding public records requests, records accessibility, disclosure requirements, records retention, and applicable policies and procedures.


4. Develops, implements, maintains, and periodically updates the City's Records Retention Schedule, records management policies, procedures, and administrative guidelines in accordance with legal requirements and industry best practices.


5. Conducts records inventories, audits, and program assessments to evaluate departmental compliance with records retention schedules, records management standards, and applicable legal requirements; recommends and implements corrective actions and process improvements.


6. Coordinates the retention, storage, retrieval, archival preservation, transfer, and authorized destruction of City records, including administration of off-site storage and records destruction contracts and vendors.


7. Maintains and administers records management databases, electronic records systems, and related tracking tools to accurately document the lifecycle of City records and monitor Public Records Act requests.


8. Evaluates existing records management practices and recommends improvements to business processes, electronic records management systems, document imaging, digitization initiatives, and technologies that enhance efficiency, transparency, legal compliance, and public access.


9. Provides technical guidance and consultation to departments regarding records management practices, document preservation, records retention requirements, and compliance with applicable laws and regulations.


10. Assists the City Clerk with legislative and administrative functions, including the preparation, processing, publication, distribution, and retention of ordinances, resolutions, agendas, minutes, public hearing notices, and other official City records as assigned.


11. Coordinates Fair Political Practices Commission (FPPC) compliance activities, including Statements of Economic Interests (Form 700), Conflict of Interest Code updates, and other required filings; coordinates filings with the California Secretary of State, Contra Costa County Elections, and other governmental agencies as assigned.


12. Develops and delivers training programs and educational materials related to Public Records Act compliance, records management, records retention, and applicable City policies and procedures.


13. Prepares correspondence, reports, statistical analyses, presentations, budget recommendations, and other administrative documents related to assigned programs and projects.


14. Represents the City on committees, professional organizations, and interagency meetings related to records management, transparency, and public records administration.


15. Perform related duties as assigned.

The following generally describes the knowledge and ability required to enter the job and/or be learned within a short period of time in order to successfully perform the assigned duties.

Knowledge of:

• Principles, practices, methods, and technologies of public records administration, records management, records retention, records preservation, archives management, and information governance.


• The California Public Records Act (Government Code §§ 7920 et seq.), applicable exemptions from disclosure, records retention requirements, privacy and confidentiality laws, litigation holds, and other federal, state, and local laws governing the maintenance, retention, disclosure, and destruction of public records.


• Municipal government organization, functions, operations, and the role of the City Clerk in legislative records management and public transparency.


• Principles and practices for developing, implementing, and maintaining records retention schedules, records management policies, procedures, and administrative guidelines.


• Electronic records management systems (ERMS), document imaging, digital records preservation, enterprise content management systems, document indexing, records retrieval, document lifecycle management, and emerging records management technologies.


• Principles and practices of records classification, file organization, indexing, document storage, archival preservation, and lawful disposition of public records.


• Methods for researching, collecting, reviewing, organizing, and producing records in response to Public Records Act requests.


• Principles of records redaction, confidential information management, and application of statutory exemptions and privileges.


• Applicable Fair Political Practices Commission (FPPC) requirements, Statements of Economic Interests (Form 700), Conflict of Interest Code administration, and related public disclosure requirements.


• Principles of business communication, report preparation, records documentation, and technical writing.


• Customer service principles and techniques for effectively assisting the public, City staff, elected officials, legal counsel, vendors, and other governmental agencies.


• Modern office practices, business technologies, computer applications, database management, spreadsheets, document management systems, and software used to administer records management and Public Records Act programs.


• Correct English usage, grammar, spelling, punctuation, and business correspondence.

Ability to:

• Independently administer and coordinate the City's Public Records Act and records management programs while ensuring compliance with applicable laws, regulations, and City policies.


• Interpret and apply the California Public Records Act, records retention laws, confidentiality requirements, and applicable legal exemptions in consultation with the City Attorney's Office when appropriate.


• Receive, evaluate, prioritize, coordinate, track, and respond to complex Public Records Act requests within statutory deadlines.


• Research, identify, collect, organize, review, redact, and produce public records in accordance with legal requirements while protecting confidential and exempt information.


• Develop, implement, and improve records management policies, procedures, retention schedules, and administrative practices that promote operational efficiency, transparency, and legal compliance.


• Analyze records management operations and recommend process improvements, workflow enhancements, and technology solutions to improve records accessibility, retention, and lifecycle management.


• Coordinate records inventories, storage, retrieval, archival preservation, and authorized destruction of records in accordance with approved retention schedules.


• Utilize electronic records management systems, document management software, databases, spreadsheets, and other technology to effectively manage records and Public Records Act workflows.


• Prepare clear, concise, and accurate correspondence, reports, policies, procedures, training materials, and other administrative documents.


• Plan, organize, prioritize, and manage multiple assignments simultaneously while meeting statutory deadlines and maintaining a high degree of accuracy and attention to detail.


• Exercise sound independent judgment, discretion, diplomacy, and professionalism when handling sensitive, confidential, or legally protected information.


• Provide technical guidance and training to City departments regarding Public Records Act compliance, records retention, and records management best practices.


• Communicate effectively, both orally and in writing, with City staff, elected officials, attorneys, members of the public, contractors, and representatives of governmental agencies.


• Establish and maintain effective working relationships with individuals at all organizational levels and with external agencies while providing exceptional customer service.


• Represent the City professionally in meetings, committees, interagency workgroups, and public interactions related to records management and public records administration.

Education and Experience Guidelines

Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Education/Training:

1. Bachelor's degree from an accredited college or university with major course work in public administration, business administration, political science, public policy, urban studies, social sciences, communications, finance, or a related field;


2. or a high school diploma/GED and four (4) years’ experience coordinating public records requests, records management and administration.

Experience:

1. Three (3) years of increasingly responsible professional experience in public records requests, records management and administration, compliance monitoring, public administration, community development, housing, economic development, fiscal management, program management, policy analysis, or a related field.

License:

1. Possession of a valid California driver’s license. For out-of-state candidates, we will accept an out-of-state driver’s license at the time of application; however, a valid California driver’s license must be obtained by the time of appointment.


2. Possession of a Certified Municipal Clerk (CMC), Certified Records Manager (CRM), or equivalent professional certification is desirable. Employees may be required to obtain job‑related certifications within a specified period after appointment as determined by the City.

PHYSICAL DEMANDS AND WORKING ENVIRONMENT

The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.

Environment

Work is performed primarily in a standard office setting, with some travel to different sites; incumbents may be required to work extended hours including evenings and weekends and may be required to travel outside City boundaries to attend meetings. Must be willing to attend meetings, seminars, and workshops outside of normal working hours. May be required to work overtime. May be required to work weekends.

Physical

Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; and to verbally communicate to exchange information.

FLSA: Non-Exempt

Created: July 2026

This class specification identifies the essential functions typically assigned to positions in this class. Other duties not described may be assigned to employees in order to meet changing business needs or staffing levels but will be reasonably related to an employee’s position and qualifications. Other duties outside of an individual’s skill level may also be assigned on a short-term basis in order to provide job enrichment opportunities or to address emergency situations.

EEO/ADA: The City of Antioch is an Equal Employment Opportunity (EEO) and Americans with Disabilities Act (ADA) compliant employer, committed to providing equal employment opportunity to all employees and applicants. If you have a disability and require accommodations in the testing process, please contact Human Resources at 925-779-7020 or [e-mail] prior to the final filing date.