JOB LISTING

The City of Irvine seeks an energetic, customer focused individual to serve as the Supervising Information Specialist within the City Clerk’s office. Under the general direction of the Municipal Records Administrator, the Supervising Information Specialist will assist with a full range of professional and technical work to plan, assign, coordinate and review the work of staff performing duties in the City's centralized records management program, central reception and mail services; to oversee and assist with administration of the use of the Electronic Document Management System for maintenance and retrieval of records, including Irvine Quick Records; and to provide training and technical assistance to Irvine employees and citizens regarding access to City records. The Supervising Information Specialist will possess a friendly, professional demeanor, strong working knowledge of records management principles and procedures and an understanding of City government functions. This person should have broad knowledge and experience with Public Records Act regulations and electronic records management systems. The position also requires supervising and evaluating support staff.
The ideal candidate will have superior organizational, supervisorial, customer service and training skills. This person will be able to work independently with limited supervision on various tasks and projects, anticipate needs and deadlines and interact effectively and diplomatically with the public, co-workers, City executives and elected officials. He/she will be able to successfully handle multiple tasks concurrently, meet critical deadlines and pay attention to detail. The selected candidate will also possess outstanding interpersonal, verbal and written communication skills. Exemplary people management skills as both a team player and a team leader are also critical for this position. The ideal candidate will be expected to act in the absence of the Municipal Records Administrator. Finally, the selected candidate will manager and motivate others, establish trust and credibility and develop effective working relationships.
TO APPLY: Applications for this position will be accepted January 7 – 17. Please check this website again during that time to apply.

ESSENTIAL DUTIES AND RESPONSIBILITIES

The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned. 

•  Plans, assigns, coordinates and reviews the work of staff assigned to the records management, mail and reception functions; allocates staff and other resources to various tasks and projects. Selects, trains and evaluates performance of staff; develops and implements staff development and training activities. Interviews, selects and hires personnel.
•  Monitors and assesses employee performance, develops performance objectives and training, prepares performance evaluations and recommends merit increases. Trains staff in records management duties, including customer service standards; records research and retrieval; EDMS software operation; and legal records requirements.
• Assists with administration of the EDMS/Sire records maintenance system, including Irvine Quick Records; assigns security rights, designs database categories and indexes; monitors statistical data; and responds to inquiries from staff, other departments and the public.
• Participates in management meetings and discussions with staff from other departments regarding records retention needs, records submittal, records destruction, electronic document imaging needs, training needs for EDMS web services, Public Records Requests, research requests and similar issues.
• Participates in the development of policies and procedures; analyzes procedures and service deliveries and recommends process improvements. Participates in development of the budget for the Records and Mail sections; makes recommendations for program changes; analyzes and monitors section budget. 
•  Reviews, researches and recommends modifications to the citywide Records Retention Schedule; meets with department representatives to audit and assess compliance. Maintains up-to-date information on changes in public records laws; confers with consultants and legal advisors regarding recommendations for implementation of changes to the retention schedule.
• Participates in the development of responses and gathering of records for response to Subpoenas and Public Records Requests, including litigation-related requests; confers with City Attorney to coordinate and monitor requests and responses.
• Monitors and troubleshoots problems with EDMS software; communicates with technical personnel and software providers regarding projects, issues and/or needed service enhancements. Researches, analyzes and recommends new technology and/or equipment purchases to increase operational efficiencies. 
•  Monitors and analyzes citywide records needs; analyzes pending imaging projects to identify key search indexes and most efficient processing. Supervises imaging processing, security of confidential records, priority of processing and volume; creates systems to monitor and track outsourced projects to ensure security of information.
• Responds to inquiries and concerns raised by the public; advises on and clarifies City policies and programs and provides information requested; provides assistance with use of Irvine Quick Records.
• Researches, analyzes and evaluates vendor/contractor proposals and contracts. Monitors contract/vendor performance, including quality of work, timeliness of deliverables, accuracy of invoices and responsiveness.
• Maintains knowledge of records and information management systems, public administration, organization and management principles and practices; municipal fiscal policy; personnel management principles; applicable ordinances; laws and regulations; advanced research techniques and information sources; and available services and products.
• Uses a computer to perform records management functions and other job related tasks, input and maintain records, and/or conduct research as needed.
• Submits invoices for payment; submits Purchase Requests and Purchase Orders.
• Performs other duties as required.

Associate's degree, supplemented by college level courses in information technology, business, or related area and three years experience in managing records in an organization-wide electronic records environment, including two years supervisory experience.

Desirable Qualifications: Experience in managing records in a city or county municipal clerk's office .

SUPPLEMENTAL INFORMATION

CITY OF IRVINE The City of Irvine encompasses over 65 square miles and has a residential population of more than 217,000. Since its incorporation in 1971, Irvine has grown into an international hub for firms specializing in high-tech, bio-science, and automobile design. The City is ideally located adjacent to John Wayne/Orange County Airport and close to many of Southern California’s largest tourist attractions, numerous resorts, and some of the state’s finest beaches.
Irvine has also been recognized as “one of the ten (10) best places in the nation to live,” according to U.S. News and World Report. Other notable publications such as Parents Magazine indicate that Irvine is “one of the best places in the U.S. to raise a family.” The City of Irvine also has the distinction of being one of the safest cities in the nation with populations in excess of 100,000.
The City employs approximately 700 full-time and 600 part-time personnel and has an operating budget of $135.8 million and a $33.7 million Capital Improvement budget. The Irvine community features an array of entertainment and recreational opportunities, parks and open space, a nationally recognized school district, a vibrant business environment, and an exceptional quality of life that makes it one of the most desirable cities in which to live and work.

THE DEPARTMENT The City Clerk’s Department of the City of Irvine contributes to the accomplishments of the goals outlined in the City’s Strategic Business Plan by performing such services as support for the legislative proceedings of the City, maintenance of the City’s official records and information, and City-wide reception and mail support services. Most of the department functions are defined and mandated by Federal and State law, the Municipal Code, City Charter, and adopted Council policies.  The City Clerk's Department fulfills mandated duties and serves as support to the operating departments with a high level of expertise and professional customer service. The City Clerk's Department is comprised of four divisions including the Legislative Services Division, which is responsible for the preparation of the City Council Agenda and Minutes and processing official documents.  This division also manages Agenda Plus, an electronic agenda management system utilized for all public meetings.  The Legislative Division  provides technical support for Citywide legislative proceedings, maintenance of the Municipal and Zoning Codes, and is custodian of the City Seal.  The Legislative Services Division is also responsible for ensuring legal noticing requirements, administering City elections and managing regulatory filings under the Political Reform Act.  This division also receives all claims filed against the City, summons and complaints.
The Office of Records and Information Division, acts as custodian to all the City’s vital, legal, fiscal and historical documents, including agreements, resolutions, ordinances and meeting agendas. This division also coordinates all requests for public records and subpoenas, and maintains the integrity and quality control of official City documents. It also manages the Irvine Records and Information System (IRIS), an electronic imaging system that stores over millions of public records that are accessible via the City’s Internet site through www.IrvineQuickRecords.com.  "Irvine Quick Records" is an exciting technology that enables anyone with access to the Internet to view and print the same city documents that are available in the City Clerk’s Department.
Additionally, the Department’s Central Reception Division serves as the first and often only contact between the City and the public, and provides public information and help in locating City facilities.  The City Clerk’s Department also includes a full-service Mail Center, which is responsible for all bulk and regular mail services within City Hall and the City’s 22 satellite facilities. It is committed to providing the highest possible professional level of service.
SELECTION PROCESS The selection process may include one or more of the following: application review and evaluation, performance test, written test, and/or oral interview examination. Questions asked during the selection process are based on the knowledge and abilities required to successfully perform the job.  If you have a disability that requires accommodation during the selection process, please notify Human Resources at least 24 hours prior to the first phase of the selection process.
The successful candidate will be required to take and pass a post-offer medical examination, including drug screening, by a City physician to ensure their physical suitability to perform assigned duties. In addition, the City of Irvine conducts a thorough background investigation prior to appointment.
This recruitment will establish an eligibility list to fill future vacancies in this classification.
The City of Irvine is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the City will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.

Please mention you learned of this employment opportunity on the Careers In Government website.

APPLICATIONS MAY BE OBTAINED AND FILED ONLINE AT: http://www.ci.irvine.ca.us/depts/as/hr

*	1.	Failure to complete all fields of the "Work Experience" section of the application may result in your application not being considered. A resume will not be considered in lieu of a complete application.
		I acknowledge I have read and understood the above information
*	2.	Which level of education have you achieved?
		No high school equivalency High school graduate/equivalent Associate's degree Bachelor's degree Master's degree Doctorate degree
*	3.	If you possess a Bachelor's degree or higher what area of study is it in?
		Records Management Information Systems Related Other N/A
	4.	If related or other, please state the specific field of your major.
*	5.	Do you have at least two years of increasingly responsible, full-time supervisorial experience?
		Yes    No
	6.	If yes, please indicate the number of people you supervised, where you gained this experience and your most significant disciplinary issue.
*	7.	Do you have professional experience working for a City Clerk's office, municipal government, or other organization with an emphasis in records management?
		Yes    No
*	8.	Do you have knowledge and experience of electronic records systems and practices?
		Yes    No
	9.	If yes, please indicate the name of the system used, your daily interaction with the system and where you gained this experience.
*	10.	Do you have recent experience (within past 5 years) responding to California Public Records Act requests?
		Yes    No
*	11.	Do you have knowledge of laws, ordinances, and other applicable regulations, policies, standards and requirements, as well as court and regulatory body decisions governing or related to California public sector records management?
		Yes    No
	12.	If yes, please indicate where you gained this experience.
*	13.	Do you have prior work experience maintaining confidential or sensitive information?
		Yes    No
	14.	If yes, describe confidential/sensitive prior work experience below.
* Required Question