Excellent retirement and health benefits, please visit www.myanaheimbenefits.com for more details.
2 Year Degree
Internal Number: 2022-00365
The Anaheim City Clerk's Office is seeking a highly motivated, talented and responsible professional for the position of Records & Information Manager to contribute to our mission of providing exceptional quality service by offering avenues that allow the public to fully participate in the governmental process and by facilitating access to public records through advanced technology.
The Records & Information Manager will oversee the citywide records management program; supervise and coordinate automated and manual organization and maintenance of the City's official records in compliance with federal, state, and local requirements; work with records management staff from various City departments in developing and maintaining legally sound records management programs that are in compliance with City standards; and respond to and coordinate citywide public records requests.
Candidates must possess at least six (6) years of responsible professional and technical experience that includes substantial experience in the development and maintenance of a comprehensive electronic records management program and two (2) years of administrative and project management or lead supervisory experience. Experience must also be supplemented by two (2) years of college level course work or specialized training in records management, information management, public administration, business administration, or a related field. Ideal candidates will possess professional records management experience from a public agency with knowledge and experience with federal and state laws, especially the California Public Records Act and records retention schedules.
The following functions are typical for this classification. Incumbents may not perform all of the listed functions and/or may be required to perform additional or different functions from those set forth below to address business needs and changing business practices.
Manage, supervise, and participate in the development and implementation of goals, objectives, policies, and priorities of the City's records management program to ensure compliance with legal requirements.
Represent the City Clerk as official custodian of records under the direction of the City Clerk; serve as the main contact for public records requests; assist and train other departments with public records requests; research and compile documents responsive to freedom of information requests, public records requests, historical research, litigation, and subpoenas served on the City Clerk.
Secure documents that reflect City Council actions for short term, long term, and permanent retention; verify that permanent documents such as resolutions, ordinances, and public hearing files are processed properly including any recordation required; manage the Citywide electronic records system and ensure final documents are entered properly for access by City staff and the public.
Plan, develop, and establish methods and procedures intended to standardize filing and protect and retrieve records, reports, and other information contained on paper, microfilm, computer programs, or other media for the systematic retention, transfer, storage, and disposal of records as required by law; monitor and oversee compliance with such policies, procedures, and schedules throughout the City.
Assume a lead role in assisting departments in developing and maintaining legally sound records management programs that are in compliance with City standards, including but not limited to the maintenance, preservation, and short or long term storage of records.
Analyze federal, state, and local legislation and legal requirements affecting records management and make recommendations for new or amended legislation; conduct research, compile, and review large volumes of information for records related projects and research assignments.
Review and analyze existing and proposed records management systems and procedures; evaluate and recommend changes and modifications as necessary to address changes in law, technology, and/or City business.
Develop and conduct periodic Citywide training regarding laws, policy, procedures, and technological changes affecting records management activities.
Monitor insurance expirations on City contracts; produce reports to notify contract administrators throughout the City of contractors with expiring/expired insurance required by active City contracts; notify accounts payable of contracts failing to maintain required insurance; prepare reinstatement letters as required.
Attend and participate in professional group meetings; maintain awareness of new trends and developments in the field of records management; incorporate new developments as appropriate.
Perform related duties as required.
Experience and Education: Six (6) years of responsible professional and technical experience that includes substantial experience in the development and maintenance of a comprehensive electronic records management program and two (2) years of administrative and project management or lead supervisory experience. Experience must also be supplemented by two (2) years of college level course work or specialized training in records management, information management, public administration, business administration, or a related field.
Knowledge & Ability: Please view flyer for a full listing.
License/Certification Required: Possession of, or ability to obtain within two years of appointment, a Certified Records Manager's Credential offered by the Institute of Certified Records Managers. Possession of an appropriate, valid driver's license.
Founded in 1857 as Orange County’s first city, Anaheim is a full service, charter city with a council/manager form of government. The City Manager and staff oversee the day-to-day operations, while a seven-member City Council sets policy and serves as the representatives for Anaheim’s residents. The City Council includes a mayor elected to represent the entire city at large and six council members who are elected by districts. Enterprises, including Anaheim Public Utilities, the City-owned not-for-profit water and electric utility that offers quality electric and water services to residents and business in Anaheim at rates among the lowest in Orange County, and the Convention, Sports & Entertainment Department, which runs the Anaheim Convention Center (the largest convention center on the West Coast) and oversees the Honda Center, Angel Stadium of Anaheim and the ARTIC Transit Center, make up a large part of Anaheim’s annual budget. Anaheim’s departments include City Administration, the City Attorney’s Office, the City Clerk’s Office, Housing and Community Development, Economic Development, Community Services, Finance, Fire & Rescue, Human Resources, Planning & Building, Police, Public Utilities, Public Works, and Convention, Sports & Entertainment.