Records Specialist – Public Service & Archives

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

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.