La Quinta by Wyndham
RECORDS COORDINATOR - CITY CLERK'S OFFICE
La Quinta by Wyndham, La Quinta, California, us, 92247
Description
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!
Example of Duties 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.
Typical Qualifications 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.
Supplemental Information 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 Qualifications 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.
Retirement: 2% at 62 formula for new CalPERS members and an employee pre-tax contribution of 7.75%; 2% at 60 formula for existing or "Classic" CalPERS members with an employee pre-tax contribution of 7%
457 Deferred Compensation $50 matching City contribution
Short & long‑term disability
Group health/dental/vision/life insurance (up to $2,570/month)
Annual Wellness Dollar Program
12 sick days per year
10 vacation days first year
10 holidays
01
Yes
No
02
Yes
No
03
In your own words, describe the California Public Records Act to someone who is not familiar with this law. Responses should range from two (2) to no more than five (5) sentences, be brief, concise, and aim to answer the question in its entirety, without providing a lot of additional information.
04
Describe your experience processing public records requests. Please explain the steps you take to ensure accuracy and complete requests properly. If you do not have this experience, please indicate N/A.
05
Describe your experience with records management systems. Please include the types of systems you have used, and the types of records you have managed. If you do not have this experience, please indicate N/A.
06
In your own words, describe what a records retention schedule is and how it relates to local government. Responses should range from two (2) to no more than five (5) sentences, be brief and concise, and aim to answer the question in its entirety without providing a lot of additional information.
07
Describe yourself in two (2) words.
08
List three (3) reasons why you are interested in working for the City.
09
A supplemental exercise is required as part of the application process. Please note that completing this exercise does not guarantee that you meet the minimum job qualifications. After submitting your application, please email Human Resources at hr@laquintaca.gov to request the supplemental exercise. Once your request is received, the exercise will be sent to the email address on file within 24 hours of receiving your request. I understand that I must request and complete the supplemental exercise by January 26, 2026.
Yes
No
10
To the best of my knowledge, I certify that my answers to the supplemental questions are true and accurate and that all relevant experience, education, certifications, licenses, and training are included on my application form. I understand that my answers are subject to verification and that any intentional misrepresentation may be sufficient to eliminate me from further consideration for this position.
Yes
No
Required Question
#J-18808-Ljbffr
If you have a passion for maintaining well-structured systems and ensuring compliance with records regulations, we encourage you to apply today!
Example of Duties 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.
Typical Qualifications 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.
Supplemental Information 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 Qualifications 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.
Retirement: 2% at 62 formula for new CalPERS members and an employee pre-tax contribution of 7.75%; 2% at 60 formula for existing or "Classic" CalPERS members with an employee pre-tax contribution of 7%
457 Deferred Compensation $50 matching City contribution
Short & long‑term disability
Group health/dental/vision/life insurance (up to $2,570/month)
Annual Wellness Dollar Program
12 sick days per year
10 vacation days first year
10 holidays
01
Yes
No
02
Yes
No
03
In your own words, describe the California Public Records Act to someone who is not familiar with this law. Responses should range from two (2) to no more than five (5) sentences, be brief, concise, and aim to answer the question in its entirety, without providing a lot of additional information.
04
Describe your experience processing public records requests. Please explain the steps you take to ensure accuracy and complete requests properly. If you do not have this experience, please indicate N/A.
05
Describe your experience with records management systems. Please include the types of systems you have used, and the types of records you have managed. If you do not have this experience, please indicate N/A.
06
In your own words, describe what a records retention schedule is and how it relates to local government. Responses should range from two (2) to no more than five (5) sentences, be brief and concise, and aim to answer the question in its entirety without providing a lot of additional information.
07
Describe yourself in two (2) words.
08
List three (3) reasons why you are interested in working for the City.
09
A supplemental exercise is required as part of the application process. Please note that completing this exercise does not guarantee that you meet the minimum job qualifications. After submitting your application, please email Human Resources at hr@laquintaca.gov to request the supplemental exercise. Once your request is received, the exercise will be sent to the email address on file within 24 hours of receiving your request. I understand that I must request and complete the supplemental exercise by January 26, 2026.
Yes
No
10
To the best of my knowledge, I certify that my answers to the supplemental questions are true and accurate and that all relevant experience, education, certifications, licenses, and training are included on my application form. I understand that my answers are subject to verification and that any intentional misrepresentation may be sufficient to eliminate me from further consideration for this position.
Yes
No
Required Question
#J-18808-Ljbffr