Records Coordinator

City of Pleasanton, CA; Pleasanton (CA); On-site; USD 65,000 - 90,000; Full time

Job summary

The City of Pleasanton is seeking a detail-oriented Records Coordinator in the Office of the City Clerk to maintain the City’s official records, digital and physical, with integrity and accessibility.

The role supports compliance with retention schedules and Public Records Act requests, trains staff, and helps optimize records management systems for open government and efficient public service.

Qualifications

• Three years of administrative experience involving records management programs, preferably municipal.
• Experience managing physical and digital records in a public agency environment.
• Knowledge of retention schedules, legal requirements and California Public Records Act processes.
• Driver's license may be required; notary or willingness to obtain notary preferred.

Responsibilities

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

Skills

Organized

Methodical

Clear communicator

Problem-solver

Dependable

Self-motivated

Integrity

Education

High School diploma or GED

Specialized training in municipal records management

Certified Records Manager credential desirable

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.

Any combination of education, experience, and training that would provide the best qualified candidates. A typical way to obtain the knowledge, skills, and abilities would be:

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.