Records Administration Analyst

The Position

OPEN EXAMINATION - ONE YEAR PROBATIONARY PERIOD

Under administrative direction, this position assists the City Clerk in managing the operations of the records management function in the City Clerk's Department.

Essential functions of the job include, but are not limited to, the following:
Ensures Department services are provided with exceptional customer service and the highest level of ethical standards.

Plans, organizes, and supervises a centralized records management program.

Oversees and coordinates the citywide centralized records management program; implements and ensures compliance with policies and procedures related to the creation, receipt, classification, maintenance and storage, digitization, destruction and disposal of all records, documents, and related information; trains City staff regarding records maintenance and retention procedures.

Implements and oversees compliance with department policies and procedures; analyzes and evaluates department procedures and systems for records policy compliance; makes recommendations to improve workflow and efficiency; researches and recommends appropriate technology and tools to improve efficiency.

Inventories and reviews records and documentation on a periodic basis; updates and verifies the Records Retention Schedule for all City departments; and performs audits of systems used to comply with City policies.

Attends City Council meetings as needed; takes and transcribes minutes to serve as the official City records and oversees follow-up pertaining to City Council action taken at meetings.

Assists with the coordination of municipal elections, candidate handbooks and other elections related documentation; assists with processing candidate paperwork and coordinating with the county elections office.

Coordinates Fair Political Practices Commission filing obligations required of City Council members, commissioners and designated employees.

Coordinates the codification of the Municipal Code.

Conducts research, compiles information and prepares reports and correspondence; prepares, reviews and distributes activity, audit, status and other reports.

May be asked to manage the preparation and distribution of City Council agenda packets; maintains official files and records of Council proceedings and actions; prepares, processes, distributes and posts public notices, bulletins, and contracts; prepares proclamations, ordinances and resolutions.

May act for the City Clerk in his/her absence.

Selects, trains, evaluates, and supervises the activities of assigned staff.

Reviews and evaluates employee's job performance and recommends appropriate personnel action.

May drive on City business.

Assumes responsibility for ensuring the duties of this position are performed in a safe, efficient, and culturally responsive manner.

Performs other related duties as assigned or as the situation requires.

Minimum Requirements

Experience
Five years of progressively responsible experience in a City Clerk's office or in records management.

Education/Training
Bachelor's Degree in Public Administration, Business Administration, or a related field.

License(s)/Certification(s)
Valid California Class C driver's license.
Certified Municipal Clerk (CMC) or Certified Records Manager (CRM) is required.

Knowledge, Skills & Abilities
Knowledge of:
Automated and database system use, methods, and practices.
Customer service methods and communication techniques.
Modern office equipment, software use, procedures and practices.
Office duties and practices.
Official and original records and documents organization, maintenance and system policies, procedures and techniques.
Principles of management administration, supervision, and training.
Principals of Diversity, Equity, and Inclusion.
Records management and maintenance of methods and principles.
State and municipal administration and recording regulations, practices, policies and procedures.

Skill in:
Effective oral and written communications, both on a one-on one and a group basis.
Making independent judgments or decisions based on standards, practices, or procedures.
Making presentations to staff, executives, elected officials and the public.

Ability to:
Provide exceptional customer service to those using the City Clerk Department services.
Analyze problems, identify alternative solutions and project consequences of proposed actions.
Correctly record and verify transactions.
Deal tactfully and courteously with the public and other employees.
Develop necessary skills from on-the-job training and meet the standards of performance for the classification by the end of the probationary period.
Establish smooth working relationships and resolve interpersonal conflicts.
Foster and maintain a teamwork environment.
Identify errors of discrepancies in documentation; compare and match related documents.
Make appropriate records management, and maintenance and automation system recommendations in compliance with municipal, state, and federal regulations, codes and requirements.
Manage, plan, organize and maintain City Council and City reports, plans, documents, contract agreements, and bids.
Model and practice the highest standards of ethical conduct.
Perform basic arithmetic computations and input data with accuracy.
Prepare and review status and inventory reports, documents, statements and correspond accurately and effectively.
Provide administrative and professional leadership to staff and operations.
Provide clear work instruction.
Provide exceptional customer service to those using the City Clerk's Department.
Read, write, communicate effectively and comprehend directions in English.
Review and evaluate employee's job performance.
Supervise the work of subordinates, including training, scheduling, performance evaluation, and establishment of work priorities.
Utilize a personal computer and standard office software packages.

Other Characteristics
Willingness to:
Assume responsibility for maintaining a safe and inclusive working environment.
Initiate, recommend and carry out personnel actions.
Work necessary hours and times to accomplish goals, objectives, and required tasks in a timely manner.

Exceptional Customer Service Policy The City of Glendale places a high importance on quality customer service and prides itself for the high level of services it provides by every employee of the organization. As employees of the City of Glendale, we are committed to providing our diverse community and each other with courteous, considerate, and personal attention.
Please click on the link to read the Exceptional Customer Service Policy .

Note
An equivalent combination of experience, education and/or training may substitute for the listed minimum requirements.

Selection Process

EVALUATION OF APPLICATION: Submitted application will be reviewed to ensure applicants meet the minimum requirements. All qualifying applicants will be invited to participate in the selection process.

WRITTEN EXAM: (PASS/FAIL) To evaluate the candidate’s ability to be successful in this position by demonstrating appropriate knowledge of the subject matter and ability to communicate in writing. Approximately the top 12 scoring candidates who score the highest on the written exam will be invited to the next stage of the recruitment process.

ORAL INTERVIEW: (Weight of 100%) To evaluate the applicant's experience, education, and general background for the position.

Candidates must achieve a minimum score of 70.00% in all examination steps in order to be placed on the eligible list.

TIME AND PLACE OF THE EXAMINATION WILL BE ANNOUNCED. Any evaluation will be based on the candidate's education and experience as related to the position. Any examination will be to evaluate the candidate's education, experience, knowledge and skills for the position. The City of Glendale reserves the right to modify the above stated examination components and/or weights. Should this be necessary, the candidates will be notified of the specific examination components and weights prior to the administration of any examination. The selected candidate will be subjected to a background check including Livescan fingerprinting. The City of Glendale conforms with State and Federal obligations to make reasonable accommodation for applicants and employees with disabilities. The Human Resources Department asks that it be advised of special needs at least five days prior to the first test part so that a reasonable accommodation may be made. The provisions of this bulletin do not constitute an express or implied contract. In compliance with the Immigration Reform and Control Act of 1986, the City of Glendale requires that all new employees provide documentation to establish both work authorization and identity.

The City of Glendale offers a comprehensive benefit package including vacation, holiday, and sick leave as well as medical, dental, vision, life, and long-term disability insurance.

The above listed benefits apply to full-time, salaried positions only.

Closing Date/Time: 9/13/2024 11:59 PM Pacific

6,963

Glendale, California United States View Map