Records Coordinator

City of Pleasanton; Pleasanton (CA); On-site; USD 55,000 - 75,000; Full time

Job summary

The City of Pleasanton is seeking a detail-oriented Records Coordinator in the Office of the City Clerk. This role ensures integrity, accessibility, and organization of official records, both digital and physical, in a public agency environment.

The ideal candidate will manage retention, respond to records requests, and train staff while promoting transparency and accountability for the Pleasanton community.

Qualifications

• Three years of administrative experience in records management programs, preferably in municipal settings.
• Knowledge of municipal records management principles, laws, and best practices.
• Experience administering electronic records management systems.

Responsibilities

• Administer the City’s records management program, ensuring compliance with retention schedules and legal requirements.
• Manage the archival, organization, and destruction of physical and digital records.
• Implement and maintain technology and best practices for document management systems.
• Coordinate and respond to Public Records Act requests in compliance with regulations and California statutes.
• Train and advise City staff on proper records handling procedures and protocols.
• Collaborate with departments to develop, maintain, and refine citywide records management processes.

Skills

Organized

Records management

Communication

Problem-solving

Dependable

Education

High School diploma or GED

Tools

Electronic records management systems

Job description

The City of Pleasanton is seeking a detail-oriented and collaborative professional to serve in the role of Records Coordinator in the Office of the City Clerk. This position plays a vital role in maintaining the integrity, accessibility, and organization of the City’s official records, both digital and physical. The ideal candidate will bring experience in records management within a public agency environment, ensuring compliance with legal requirements and best practices for transparency and accountability. As a key member of a small, positive, and service-oriented team, you’ll help implement and improve systems that preserve the City’s official history while supporting efficient and responsive public service.

We’re Looking For Someone Who is:

• Organized, methodical, and passionate about keeping information structured and accessible.
• Comfortable using and learning new technology systems for records management.
• Able to communicate clearly and tactfully with staff and the public.
• A problem-solver who enjoys improving processes and finding efficiencies.
• Dependable and self-motivated, with a strong sense of responsibility and integrity.

In This Role, You Will:

• Administer the City’s records management program, ensuring compliance with retention schedules and legal requirements.
• Manage the archival, organization, and destruction of physical and digital records.
• Implement and maintain technology and best practices for document management systems.
• Coordinate and respond to Public Records Act requests in compliance with regulations and California statutes.
• Train and advise City staff on proper records handling procedures and protocols.
• Collaborate with departments to develop, maintain, and refine citywide records management processes.

A Few Reasons You’ll Love Working with Us:

• You’ll preserve the City’s official history and promote government transparency.
• Each day brings new challenges, from handling public records requests to supporting meetings and special projects.
• You’ll be part of a small, upbeat, and supportive team that values communication, flexibility, and humor.
• Expand your knowledge in records management, technology systems, and public administration.
• Experience the satisfaction of bringing order and clarity to complex information.
• Contribute to a mission of openness, accuracy, and accountability for the Pleasanton community.

A Few Challenges You Might Face:

• Managing multiple priorities in a small, fast-paced team environment where flexibility and initiative are essential.
• Handling time-sensitive and sometimes complex public records requests with professionalism and accuracy.
• Navigating differing departmental approaches to records management while promoting consistency and compliance.
• Staying current with evolving technology systems and best practices in digital records management.
• Occasionally lifting and moving boxes of records as part of archival or destruction processes.

The Ideal Candidate Will Be:

• Highly organized, detail-oriented, and proactive.
• Knowledgeable in municipal records management principles, laws, and best practices.
• Skilled in using and administering electronic records management systems.
• Adaptable and eager to learn new technologies and processes.
• A clear, tactful communicator who works well with a wide range of people.
• Self-motivated and resourceful, with a strong sense of ownership in their work.

Education:

High School graduation or GED equivalent supplemented by specialized training in municipal records management.

Experience:

Three years of administrative experience that involves the administration, development and/or implementation of records management programs, preferably within a municipal or City Clerk’s Office.

Special Requirements:

May require possession of a valid California Class C driver’s license and a satisfactory driving record as determined by the City.

Certified Records Manager credential is highly desirable.

Administration of Public Records Act Management experience is highly desirable

Current notary or ability to become one is desired.

Ability to lift 30 pounds and above is desired.