Records Specialist

Inland Empire Utilities Agency; Chino (CA); On-site; USD 52,000 - 76,000; Full time

Job summary

Inland Empire Utilities Agency (IEUA) is seeking a Records Specialist to support records management and public records programs, coordinating, maintaining, researching, and retrieving records in accordance with laws and agency policies. The ideal candidate will have strong MS Office skills and experience with electronic records systems such as SharePoint, OpenText, Laserfiche, or FileNet.

Responsibilities include classifying, indexing, retrieving, archiving, retaining, and disposing of records,

Qualifications

• Graduation from high school or GED with 3+ years in records management or admin support.
• Experience with CPRA requests and using records management systems.
• CRM certification is highly desirable.

Responsibilities

• Index, retrieve, archive, and dispose of electronic and physical records.
• Coordinate CPRA responses and redact confidential information.
• Lead records management projects and process improvements.

Skills

Microsoft Office

CPRA requests

Records management systems

Redaction

Project coordination

Education

High school diploma or GED

Bachelor’s in library/information management (substitutable for experience)

Tools

OpenText

Laserfiche

FileNet

Job description

THE OPPORTUNITY:

Are you a detail-oriented records management professional who takes pride in accuracy, organization, and effective information management? The Inland Empire Utilities Agency (IEUA) is seeking a knowledgeable, dependable, and highly organized Records Specialist to join our team! This position supports the Agency’s records management and public records programs by coordinating, maintaining, researching, and retrieving records while helping ensure information is properly classified, retained, archived, and disposed of in accordance with applicable laws, regulations, and Agency policies.

The ideal candidate brings strong professional records management and public records experience, proficiency with Microsoft Office Suite, and experience working with electronic document or records management systems such as SharePoint, OpenText, Laserfiche, or FileNet. Experience coordinating or responding to California Public Records Act (CPRA) requests, applying records retention schedules, performing records research, managing confidential information and redactions, and coordinating archival or authorized destruction of records is highly desirable. Candidates with experience implementing records procedures, administering or training others on records management systems, or holding records management or information governance certifications are especially encouraged to apply.

EDUCATION, TRAINING AND EXPERIENCE:

Graduation from high school or GED equivalent, and at least three years of progressively responsible experience in records management or administrative support involving experience with a comprehensive records management program including micro graphics and computer technology, or related work; or an equivalent combination of education, training and experience. Experience in a public agency is preferred. A bachelor's degree in library and information science or information management may be substituted for experience.

LICENSES; CERTIFICATES; SPECIAL REQUIREMENTS:

A valid California Class C driver's license and the ability to maintain insurability under the Agency's vehicle insurance program.

A Certified Records Manager (CRM) certification from the Institute of Certified Records Managers is highly desirable.

Skills and Abilities:

• Perform professional administrative, public records, and records management work using Microsoft Office Suite and electronic document or records management systems.
• Coordinate, track, research, and assist with responses to California Public Records Act (CPRA) requests, including reviewing and redacting confidential or exempt information.
• Classify, index, retrieve, archive, retain, and dispose of electronic and physical records accurately and efficiently.
• Apply established records retention schedules and coordinate the archival or authorized destruction of Agency records.
• Conduct complex records searches and research to locate related documents and establish comprehensive historical records.
• Ability to lead complex records management projects involving system or process enhancements across divisions.
• Organize work, manage multiple priorities and deadlines, and work independently with a high degree of accuracy and attention to detail.
• Safely lift, carry, move, and place boxes, files, and other materials weighing up to 30 pounds, with or without reasonable accommodation.

This position is Non-Exempt - eligible for overtime compensation.

About Us:

The Inland Empire Utilities Agency is a regional wastewater treatment agency and wholesale distributor of imported water to approximately 950,000 people across 242-square miles in western San Bernardino County. Under the leadership of a directly elected five-member Board of Directors, the Agency is committed to supporting the needs of its service area and safeguarding public health through significant investments in a diverse water supply portfolio, reliable municipal/industrial wastewater collection and treatment services, and other related utility services in a regionally planned and cost-effective manner.

As a member agency of the Metropolitan Water District of Southern California (Metropolitan), IEUA provides supplemental water supplies, primarily via the State Water Project (SWP) for distribution among nine retail agencies. IEUA also replenishes local groundwater supplies with captured stormwater and recycled water produced by IEUA that is later extracted by local water agencies for use as a drinking water supply.

At IEUA, we pride ourselves on fostering a culture that promotes growth, accountability, and collaboration. Our eight organizational attributes are the foundations of our success and guide us in our daily operations.

• Safety- We are committed to maintaining a safe and healthy work environment for all employees.
• Continuous Learning and Improvement- Our commitment to professional development ensures that our team members are always equipped with the latest knowledge and skills.
• Efficiency- We strive to optimize our processes and resources to deliver the highest quality services in the most effective manner.
• Collaboration- By leveraging diverse perspectives and expertise, we create innovative solutions and drive our mission forward.
• Accountability- By owning our responsibilities, following through on our commitments, and doing the right thing when no one is looking, we ensure that we meet our goals and uphold our standards of excellence.
• Coaching for Performance- Our leaders are committed to providing guidance and support to help team members reach their full potential.
• Respect- We value each individual’s contributions and treat everyone with dignity and consideration.
• Employee Engagement- By fostering a sense of belonging and purpose, we ensure that our employees are motivated and invested in our mission.

There is (1) vacancy in the Information Technology Department.

FLSA: Non-Exempt

Probationary Period: 12 months

All employment applications will be reviewed for accuracy, completion, relevant experience, education, training and other job-related qualifications. Applicants with the strongest background relating to the responsibilities of this position will be invited to participate in the testing process which may include one or more of the following: written test, oral interview, performance/practical examination. The successful candidate will be required to pass a background/reference check and pre-employment physical examination including a drug screen (for safety sensitive position) at no cost to the candidate.

Any applicant requiring reasonable accommodation during the selection process due to a qualified disability must inform the Human Resources Office at [phone] or [e-mail] at least 72 hours in advance of the need for accommodation.

The Inland Empire Utilities Agency does not sponsor employment visas at the time of hire or during the course of employment. All applicants and employees must be legally authorized to work in the United States at the time of application and throughout the duration of employment.

THE PROVISIONS OF THIS ANNOUNCEMENT DO NOT CONSTITUTE A CONTRACT, EXPRESSED OR IMPLIED, AND ANY PROVISION CONTAINED IN THIS BULLETIN MAY BE MODIFIED OR REVOKED WITHOUT NOTICE.

"The Agency's success is obtained by creating a positive and diverse work environment which recognizes individual differences and experiences".