Placer County

Records Coordinator (#11822)

$40.90-$51.06 Hourly / $7,089.33-$8,850.40 Monthly / $85,072.00-$106,204.80 Yearly

DEFINITION

To oversee the development and ongoing management of the Countywide records management program; to ensure compliance with applicable records management, retention, and destruction policies and procedures; to serve as a liaison to department staff and outside agencies related to the records management program.

DISTINGUISHING CHARACTERISTICS

This single position classification is responsible for the ongoing development and management of the Countywide records retention program. The coordinator level recognizes positions that have overall responsibility for a program area within a department.

SUPERVISION RECEIVED AND EXERCISED

Receives general direction from higher-level supervisory or management staff.

May exercise direct supervision over assigned technical and clerical staff.

EXAMPLES OF ESSENTIAL DUTIES

Duties may include, but are not limited to:
  • Plan, develop, review, and manage the Countywide records management program; recommend and implement ongoing process improvements.
  • Facilitate and ensure Countywide compliance with and adherence to approved records management, retention, and destruction policies and procedures; conduct site visits and prepare status reports related to compliance.
  • Oversee the receipt, processing, and preservation of County documents, files, and materials transferred to onsite and offsite records storage facilities; supervise the checkout, delivery, and return of documents to records storage facilities from County departments and outside agencies.
  • Participate in the identification, selection, and maintenance of digital records inventory applications and centralized document imaging and management databases; oversee the conversion of hard copy documents to digital format using imaging technology; coordinate with vendors for the conversion of hard copy documents.
  • Serve as a liaison and provide support, consultation, and training to departments in document imaging practices and software use, records management policies, records retrieval procedures, and short- and long-term record preservation; establish and monitor Countywide training programs related to records retention and document imaging databases.
  • Supervise the destruction and/or recycling of material authorized by department and Countywide retention schedules; prepare destruction reports and notify departments of records eligible for destruction; review and authorize destruction requests.
  • Identify opportunities for improving service delivery methods and procedures; identify current and future resource needs.
  • Serve on and lead the County Records Management Committee; coordinate with designated staff members to accomplish Countywide records management goals and objectives; convene regular meetings to monitor status of program.
  • Assist with the research and retrieval of public records requests, including historical records; provide research assistance to County staff, public records requests, litigation, and historical research as needed.
  • Participate in the development and administration of assigned program budget; forecast funds needed for staffing, equipment, materials, and supplies; monitor and verify expenditures; recommend adjustments as necessary.
  • Prepare and present staff reports and other correspondence as needed related to records management program status.
  • Monitor applicable federal, state, and local rules and regulations applicable to records management program; participate in external professional group meetings; maintain awareness of new trends and innovations in the field of records management and digital document storage.
  • Perform related duties as required.

WORKING CONDITIONS

Work is typically performed in an indoor office and/or warehouse environment with moderate to loud noise levels and controlled temperature conditions. Position may require travel to and from other locations in a variety of outdoor weather conditions.

MINIMUM QUALIFICATIONS

Experience and Training:
Any combination of experience and training that would provide the required knowledge and abilities is qualifying. A typical way to obtain the required knowledge and abilities would be:

Experience:
Four years of records management experience, including experience inventorying records, managing offsite records facilities, and/or managing electronic document databases.

Training:
Equivalent to a bachelor's degree from an accredited college or university with major course work in business or public administration, archives and records management, information management, history, or a related field.

Required License or Certificate:
  • May need to possess a valid driver's license as required by the position. Proof of adequate vehicle insurance and medical clearance may also be required.
  • Certified Records Analyst (CRA), Certified Records Manager (CRM), or Certified Document Imaging Architect (CDIA) certification is highly desirable.

KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge of: 
  • Modern and complex principles and practices of records and information management programs, policies, and procedures. 
  • Principles and practices of file indexing and filing systems. 
  • Principles, practices, and techniques used in electronic imaging systems and photographic imaging systems. 
  • Standard and accepted methods and techniques used in the preservation and maintenance of various materials, including paper, film, and electronic media. 
  • Principles of budget preparation and control. 
  • Computer network and operating systems, as well as applicable software applications used in records management, including database software programs used for inventory management and document imaging. 
  • Computer software, including word processing, database, and spreadsheet applications. 
  • Modern office procedures, methods, and computer equipment. 
  • Procedures used in implementing legal guidelines, regulations, laws, and procedures governing the confidentiality, security, and administration of municipal records. 
  • Pertinent local, state, and federal laws, rules, regulations, and statues, including those governing the utilization, preservation, and disposition of County records. 
  • Principles of business letter writing and basic report preparation. 
  • English usage, spelling, punctuation, and grammar. 

Ability to: 
  • On a continuous basis, know and understand all aspects of the job; intermittently analyze work papers, reports, and special projects; identify and interpret technical and numerical information; identify, interpret, and explain policies and procedures; recall and utilize a variety of information; work under time pressure and complete a high volume of tasks; focus on a single task for long periods of time. 
  • On a continuous basis, sit at a desk or in meetings for long periods of time; intermittently twist to reach equipment surrounding desk; walk, stand, bend, stoop, squat, kneel, or twist; perform simple grasping and fine manipulation; use a telephone, write, or use a keyboard to communicate through written means or to enter/retrieve data from a computer; lift light weight. 
  • On an intermittent basis, lift moderate weight. 
  • Understand, interpret, and explain complex rules and procedures. 
  • Interpret and apply pertinent local, state, and federal laws and regulations, including Civil Service rules. 
  • Perform highly complex administrative and analytical work. 
  • Analyze problems, identify alternative solutions, project consequences of proposed actions, and implement recommendations in support of goals. 
  • Locate and analyze information and data required by the County. 
  • Prepare clear and concise reports. 
  • Effectively organize and prioritize work to meet established deadlines. 
  • Communicate clearly and concisely, both orally and in writing. 
  • Establish and maintain effective relationships with those contacted in the course of work. 
  • Work with various cultural and ethnic groups in a tactful and effective manner. 
  • Communicate clearly and concisely, both orally and in writing. 
  • Establish and maintain effective working relationships with those contacted in the performance of required duties. 

MISCELLANEOUS INFORMATION

Length of Probation:
All permanent appointments to this classification shall serve a probationary period of twelve (12) calendar months or two thousand eighty (2,080) hours, whichever is more. 

Bargaining Unit:
Management
CLASS: 11822; EST: 4/23/2022;