City of La Quinta
Do you enjoy keeping things organized and ensuring people get the information they need? The City of La Quinta is excited to announce an opening for a Records Coordinator in the City Clerk's Office. This position is ideal for someone who thrives in a fast-paced environment and enjoys being a reliable resource for others. The role involves performing technical records management work, demonstrating strong organizational skills, and supporting City departments with accurate, timely information.
If you have a passion for maintaining well‑structured systems and ensuring compliance with records regulations, we encourage you to apply today!
The Records Coordinator position is responsible for maintaining the City's record management system, supporting departments with records‑related needs, coordinating and responding to records requests, and ensuring compliance with legal retention requirements.
ESSENTIAL DUTIES This class specification represents only the core areas of responsibility; specific position assignments will vary depending on the department's needs.
Archives permanent records, verifies accuracy of content, determines appropriate archival location, and indexes to allow for search and retrieval.
Informs departments in applying records management policies, procedures, filing systems, indexing methods, and proper storage techniques.
Maintains and updates the City’s Records retention schedule, master index, and records management manuals.
Maintains official City records and electronic records archival software, including administering contracts and agreements; serves as system administrator for records management; advises and trains City staff on records management practices, policies, and procedures.
May act as a lead worker to other staff by assigning and reviewing daily work, providing input to performance management, and conducting training activities.
Oversees the timely processing of all records requests in accordance with statutory requirements. Responds to public inquiries and requests for information, including identifying, retrieving, and preparing responsive documents. Coordinates complex and sensitive requests with the City Clerk and the City Attorney.
Performs administrative duties, customer service, and other tasks in support of the City Clerk’s Office. Notarizes documents.
Provides input in the development and implementation of related records management policies and procedures.
Provides training to City departments on records management procedures, retention rules, and electronic records handling.
Researches and recommends improvements, technologies, and best practices related to records management and archival preservation.
Under the direction of the City Clerk, coordinates and administers the City’s comprehensive records management program, including maintenance, protection, retention, and disposition of records in accordance with legal and operational requirements.
Updates and posts public records on the City’s websites.
Performs related duties as assigned.
This class specification represents only the core areas of responsibility; specific position assignments will vary depending on the department's needs.
MINIMUM QUALIFICATIONS Education and Experience Associate’s degree and two (2) years’ experience related to records management, preferably within a public sector organization; or an equivalent combination of education and experience sufficient to successfully perform the job's essential duties.
Licensing/Certifications
Notary Public Certification within one (1) year of beginning employment.
KNOWLEDGE OF
Applicable local, state, and federal laws, rules, and regulations.
Basic mathematical computations.
Customer service principles.
Electronic records software and systems.
Meeting agenda and management methods.
Modern office procedures and equipment.
Open records and public requests regulations and rules.
Principles, operations, and procedures of a municipal City Clerk’s office.
Records management principles and practices.
SKILL IN
Analyzing problems and identifying solutions.
Applying applicable local, state, and federal laws, rules, and regulations.
Communication and interpersonal skills as applied to interaction with coworkers, supervisor, the general public, etc. sufficient to exchange or convey information and to receive work direction.
Comprehending and correctly interpreting a variety of informational documents.
Coordinating and executing records management.
Maintaining effective working relationships with peers, public, and staff.
Performing basic math computation such as addition, subtraction, multiplication, and division.
Preparing and maintaining documents, agendas, minutes, and records.
Prioritizing and assigning work.
Providing customer service.
Operating a computer and relevant software applications.
Operating modern office equipment.
WORKING CONDITIONS/PHYSICAL DEMANDS Must be able to work flexible hours, which may include, but are not limited to, early mornings, evenings, weekends, and holidays.
Positions in this class typically require standing, sitting, walking, reaching, handling, fine dexterity, kneeling, vision, hearing, and talking.
Light Physical Demands: Exerting up to 20 lbs. occasionally, 10 lbs. frequently, or negligible amounts constantly, or requires walking or standing to a significant degree.
Incumbents in this position work in an indoor office environment and may experience sitting for extended periods of time.
SELECTION PROCESS Candidates who meet the minimum qualifications and whose interests and experience appear to meet the desired qualifications of the position will be invited to participate in the next steps of the recruitment process, which may include:
Oral Exam
Supplemental Exercise
IMPORTANT NOTICE The City of La Quinta employees are registered as Emergency Disaster Workers and must take an oath. In the event of a declared emergency, City employees shall initially remain at work, or if recalled, shall report to work after completing critical personal and family emergency responsibilities.
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If you have a passion for maintaining well‑structured systems and ensuring compliance with records regulations, we encourage you to apply today!
The Records Coordinator position is responsible for maintaining the City's record management system, supporting departments with records‑related needs, coordinating and responding to records requests, and ensuring compliance with legal retention requirements.
ESSENTIAL DUTIES This class specification represents only the core areas of responsibility; specific position assignments will vary depending on the department's needs.
Archives permanent records, verifies accuracy of content, determines appropriate archival location, and indexes to allow for search and retrieval.
Informs departments in applying records management policies, procedures, filing systems, indexing methods, and proper storage techniques.
Maintains and updates the City’s Records retention schedule, master index, and records management manuals.
Maintains official City records and electronic records archival software, including administering contracts and agreements; serves as system administrator for records management; advises and trains City staff on records management practices, policies, and procedures.
May act as a lead worker to other staff by assigning and reviewing daily work, providing input to performance management, and conducting training activities.
Oversees the timely processing of all records requests in accordance with statutory requirements. Responds to public inquiries and requests for information, including identifying, retrieving, and preparing responsive documents. Coordinates complex and sensitive requests with the City Clerk and the City Attorney.
Performs administrative duties, customer service, and other tasks in support of the City Clerk’s Office. Notarizes documents.
Provides input in the development and implementation of related records management policies and procedures.
Provides training to City departments on records management procedures, retention rules, and electronic records handling.
Researches and recommends improvements, technologies, and best practices related to records management and archival preservation.
Under the direction of the City Clerk, coordinates and administers the City’s comprehensive records management program, including maintenance, protection, retention, and disposition of records in accordance with legal and operational requirements.
Updates and posts public records on the City’s websites.
Performs related duties as assigned.
This class specification represents only the core areas of responsibility; specific position assignments will vary depending on the department's needs.
MINIMUM QUALIFICATIONS Education and Experience Associate’s degree and two (2) years’ experience related to records management, preferably within a public sector organization; or an equivalent combination of education and experience sufficient to successfully perform the job's essential duties.
Licensing/Certifications
Notary Public Certification within one (1) year of beginning employment.
KNOWLEDGE OF
Applicable local, state, and federal laws, rules, and regulations.
Basic mathematical computations.
Customer service principles.
Electronic records software and systems.
Meeting agenda and management methods.
Modern office procedures and equipment.
Open records and public requests regulations and rules.
Principles, operations, and procedures of a municipal City Clerk’s office.
Records management principles and practices.
SKILL IN
Analyzing problems and identifying solutions.
Applying applicable local, state, and federal laws, rules, and regulations.
Communication and interpersonal skills as applied to interaction with coworkers, supervisor, the general public, etc. sufficient to exchange or convey information and to receive work direction.
Comprehending and correctly interpreting a variety of informational documents.
Coordinating and executing records management.
Maintaining effective working relationships with peers, public, and staff.
Performing basic math computation such as addition, subtraction, multiplication, and division.
Preparing and maintaining documents, agendas, minutes, and records.
Prioritizing and assigning work.
Providing customer service.
Operating a computer and relevant software applications.
Operating modern office equipment.
WORKING CONDITIONS/PHYSICAL DEMANDS Must be able to work flexible hours, which may include, but are not limited to, early mornings, evenings, weekends, and holidays.
Positions in this class typically require standing, sitting, walking, reaching, handling, fine dexterity, kneeling, vision, hearing, and talking.
Light Physical Demands: Exerting up to 20 lbs. occasionally, 10 lbs. frequently, or negligible amounts constantly, or requires walking or standing to a significant degree.
Incumbents in this position work in an indoor office environment and may experience sitting for extended periods of time.
SELECTION PROCESS Candidates who meet the minimum qualifications and whose interests and experience appear to meet the desired qualifications of the position will be invited to participate in the next steps of the recruitment process, which may include:
Oral Exam
Supplemental Exercise
IMPORTANT NOTICE The City of La Quinta employees are registered as Emergency Disaster Workers and must take an oath. In the event of a declared emergency, City employees shall initially remain at work, or if recalled, shall report to work after completing critical personal and family emergency responsibilities.
#J-18808-Ljbffr