Records Specialist

City-of-Ontario,-C; Ontario (CA); On-site; USD 40,000 - 60,000; Full time

Job summary

The City of Ontario is seeking a Records Specialist to join the City Clerk / Records Management Department. The role provides records management support and clerical services for the City and its departments.

The Records Specialist will handle indexing, filing, retrieval, and public information requests with accuracy and professionalism. Part-time/Temporary positions are scheduled to work no more than 29 hours per week and are not eligible for the City's health insurance or retirement plans.

Qualifications

• Provide excellent customer service to the public.
• Demonstrate attention to detail and professionalism.
• Be dependable and reliable.
• Respond to requests with promptness and efficiency.
• Demonstrate competence and knowledge when assisting customers.
• Provide effective support to representatives from various departments and agencies served by the department.

Responsibilities

• Processes, indexes, files and retrieves official City documents, records and archives including ordinances, resolutions, contracts, bonds, agreements, deeds, insurance documents, and meeting minutes; reviews documents for legal and procedural accuracy.
• Researches and responds to authorized information requests from the public, businesses, outside agencies, and City staff; including all types of archived records, ordinances, codes, and policies.
• Posts, verifies and enters City records information into database; processes and audits documents and records inventory system to maintain and locate records.
• Operates a variety of electronic document imaging and micrographic equipment to store information; reviews quality of image and accuracy of indexing.
• Receives, logs, opens and monitors bids; maintains custody of bid bonds.
• Compiles and maintains records for all City departments in a centralized records center and within the City's electronic record repository; may prepare records for storage; shelves, retrieves, audits, and stores boxed records.
• Prepares and processes departmental logs, including the processing of City ordinances, resolutions, reports and bonds.
• Maintains and updates departmental reference materials; screens and directs department mail and phone calls.
• Prepares and edits general correspondence, memorandums and documents to the public, businesses, outside agencies, and other department representatives.
• Assists the Assistant City Clerk/Records Management Director with the preparation of City Council agendas in accordance with the Brown Act.
• Occasionally attend City Council Meetings.
• May assist with the training of temporary and volunteer staff.
• Performs other related duties as assigned.

Skills

Customer service

Attention to detail

Dependable

Prompt response

Public service knowledge

Customer assistance

Education

High school diploma or equivalent

Associate's degree (Desirable)

Job description

Records Specialist

(Full-Time/Part-Time)

The eligibility list established from this recruitment will be used to fill current vacancies and any vacancies that occur within one year from the established date.

Are you interested in a career in public service where you can make a positive impact on the community? Do you consider yourself to be organized and personable? If so, the City of Ontario has an exciting career opportunity for a well-qualified applicant interested in joining the Records Management team as a Records Specialist. The City of Ontario's City Clerk / Records Management Department has an excellent opportunity for a Records Specialist. The Records Specialist is responsible for providing a variety of records management support and clerical services for the City Clerk / Records Management Department.

The Ideal Candidate

The ideal candidate will possess the following:

• Provide excellent customer service to the public.
• Demonstrate attention to detail and professionalism.
• Be dependable and reliable.
• Respond to requests with promptness and efficiency.
• Demonstrate competence and knowledge when assisting customers.
• Provide effective support to representatives from various departments and agencies served by the department.

Additionally, the successful candidate will embody the qualities of a \"Five Tool Player\" - Leader, Thinker, Communicator, Operator and Public Servant - and the principles of the City's Customer Service Philosophy – Empathy, Respect, and Problem Solving.

Part-time/Temporary positions are scheduled to work no more than 29 hours per week and are not eligible to participate in the City's health insurance or retirement plans.

The following procedures will apply:

• The Eligibility List will consist of both internal and external applicants who meet the qualifications and successfully complete any required selection processes.
• The hiring department has the discretion to consider internal applicants on the Eligibility List prior to considering external candidates on the Eligibility List.
• The City of Ontario reserves the right, if necessary, to accept only the first one hundred (100) applications from applicants that meet the qualification guidelines below.
• Completed applications will be reviewed and only qualified applicants whose qualifications best meet or exceed the requirements of the position and needs of the City will be invited to participate further in the selection process.

Management Services Agency

The Management Services Agency implements the goals and policy direction of the City Council through professional administration and leadership of the City's executive team and staff. The Ontario City Council continues to amplify the existing community momentum - providing quality municipal services, programs, and projects to build a better tomorrow for the residents and businesses of Ontario.

The City of Ontario is a dynamic leading community in the Inland Empire with a variety of full-time and part-time employment and volunteer opportunities. Ontario enjoys the reputation of being a progressive City which provides solid leadership to its citizens and to the business community. The City provides a full range of services to the community including, but not limited to: Police, Fire, Management Services, Community Life & Culture, Community Development, Economic Development, Public Works and the Ontario Municipal Utilities Company. The City’s team is staffed with approximately 1,517 full-time equivalent diverse and talented employees who work to support a common goal of providing excellent service to the community.

The City’s vision for the future is very exciting, and we foresee tremendous growth within the years to come. We welcome you to view the City of Ontario’s 2026 State of the City video by clicking on the link below as well as the other links to learn more about the City:

State of the City The Ontario Plan Smart Ontario Downtown Ontario

The essential functions typically performed by the Records Specialist include the following:

• Processes, indexes, files and retrieves official City documents, records and archives including ordinances, resolutions, contracts, bonds, agreements, deeds, insurance documents, and meeting minutes; reviews documents for legal and procedural accuracy.
• Researches and responds to authorized information requests from the public, businesses, outside agencies, and City staff; including all types of archived records, ordinances, codes, and policies.
• Posts, verifies and enters City records information into database; processes and audits documents and records inventory system to maintain and locate records.
• Operates a variety of electronic document imagining and micrographic equipment to store information; reviews quality of image and accuracy of indexing.
• Receives, logs, opens and monitors bids; maintains custody of bid bonds.
• Compiles and maintains records for all City departments in a centralized records center and within the City's electronic record repository; may prepare records for storage; shelves, retrieves, audits, and stores boxed records.
• Prepares and processes departmental logs, including the processing of City ordinances, resolutions, reports and bonds.
• Maintains and updates departmental reference materials; screens and directs department mail and phone calls.
• Prepares and edits general correspondence, memorandums and documents to the public, businesses, outside agencies, and other department representatives.
• Assists the Assistant City Clerk/Records Management Director with the preparation of City Council agendas in accordance with the Brown Act.
• Occasionally attend City Council Meetings.
• May assist with the training of temporary and volunteer staff.
• Performs other related duties as assigned.

Education

High school diploma or recognized equivalent.

Experience

Three (3) years of administrative support experience, including records maintenance and filing.

Desirable

• Public agency experience with City Clerk's functions or in the records management field.
• Associate's degree from an accredited college or university, or currently enrolled in school.