Clerk and Recorder Records Administrator

Description

The current Records Administrator vacancy is located in Ventura and may require travel throughout Ventura County. This position could also be required to work in the County Clerk-Recorder East County Office located in Thousand Oaks, California.

Under general supervision, this position is responsible for planning and coordinating activities involved with records management. In coordination with management in the Clerk and Recorder Division, the incumbent performs technical records management duties, develops and maintains record management systems, retention schedules, media conversions, storage in physical and electronic formats, coordinates the transfer of records and supplies, processes public records requests, and creates/maintains a comprehensive inventory of records. The incumbent will also be involved in the design and supervision of projects and workflows related to these objectives and ongoing legislative compliance while developing processes and procedures to ensure consistency and effectiveness.

The ideal candidate will possess the following competencies:

• Result Focused - Initiating tasks, meeting organizational goals, and committing to proficient accomplishment.
• Critical Thinking & Problem Solving - Analyzing and evaluating information, problems, and options with logic and good judgment.
• Organizational Design & Systems Thinking - Building and managing and integrated institutional structure characterized by clear roles, efficient operations, and stable interrelationships.
• Business/Technical Expertise - Skillfully applying specialized job-related knowledge.
• Technological Innovation - Leveraging advancements in hardware, software, and other material resources to improve organizational and individual performance.
• Project Management - Leading and coordinating participants and resources to ensure objectives are met on-time, on-budget, and according to specifications.
• Technology Utilization - Effectively and efficiently using electronic hardware, software applications, and other advanced tools to accomplish tasks and goals.
• Process Analysis & Improvement - Defining, assessing, and optimizing operations, workflow, and service delivery.
• Initiative & Creativity - Pursuing new and innovative ways to solve problems, improve processes and services, and advance the County’s mission, values, and guiding principles.
• Strategic Vision - Developing and communicating clear, compelling, long-term objectives aligned with the County’s mission, values, and guiding principles.
• Information Gathering - Proactively communicating facts and data in comprehensible forms to appropriate audiences.
• Communication - Respectfully delivering pertinent, truthful, and timely information and comprehending information delivered by others.
• Attention to Detail - Accomplishing tasks thoroughly with concern for all elements involved, however small.
• Self-Management - Exemplifying personal organization, dependability, and self-discipline.
• Team Orientation - Embracing a spirit of collaboration and a commitment to cooperating with others to achieve shared goals.
• Information Sharing - Proactively communicating facts and data in comprehensible form to appropriate audiences.
• Oral Communication - Speaking to be understood and listening to understand.

The eligible list established from this recruitment may be used to fill future Regular (including Temporary and Fixed term), Intermittent, and Extra Help vacancies for this position or similar positions only. There is currently one (1) Regular vacancy within the County Clerk-Recorder Division.

PAYROLL TITLE: Administrative Assistant III

AGENCY/DEPARTMENT: County Clerk-Recorder

Administrative Assistant III is represented by the Service Employees' International Union (SEIU) and it is a salary position not eligible for overtime compensation.
TENTATIVE SCHEDULE
OPENING DATE: June 17, 2025
CLOSING DATE: June 30, 2025, at 5:00 p.m.
APPLICATION REVIEW COMPLETE: Week of June 30, 2025

Examples Of Duties

Duties may include but are not limited to the following:

• Maintain and continuously update a comprehensive inventory of Clerk-Recorder records, ensuring accuracy of media types, retention requirements, indexing, and applicability to legislative and operational needs.
• Collaborate with management in the ongoing development and refinement of a primary records plan that includes media conversions, storage methods, legislative compliance, and execution of operational initiatives related to records management.
• Continuously design and oversee projects that support evolving initiatives under the primary records plan.
• Design workflows related to records plan initiatives, including the selection and supervision of staff.
• Track legislative changes applicable to Clerk-Recorder Division operations that impact records management and processes and implement changes as necessary.
• Participate in the management of the Electronic Records Management System (ERMS), including implementation of features and modules.
• Ongoing management of retention and destruction schedules, and coordination of offsite storage and physical media transfers.
• Participate in the identification of standards for record media types, including the development of media conversion plans and oversight of media conversion efforts.
• Research methods of digital storage and make recommendations for storage standards such as media diversity, storage locations, and duplication; make recommendations for storage of physical and historical records.
• Develop succinct processes and procedures related to records management.
• Participate in communication, evaluation, and selection of vendors to assist with records management initiatives.
• Advise and respond to managers, supervisors and employees regarding the records management program.
• Monitor program effectiveness and performance; recommend and implement modifications to systems and procedures; develop reports concerning new or ongoing program activities.
• Participate in selecting, training, motivating, and evaluating assigned staff; direct and oversee project completion; provide assistance to employees regarding records management issues.
• Serve as a liaison between the Clerk-Recorder Division and other departments regarding interpretation of records management policies, procedures, retention schedules, public records processes and other related laws.
• Coordinate with IT staff to ensure proper operation and schedule maintenance of assigned office equipment including scanners, copy machines, printers and microfilm/microfiche machines.
• Travels to multiple sites to oversee offsite records storage.
• Perform other duties as required.

Typical Qualifications

These are entrance requirements to the examination process and assure neither continuance in the process nor placement on an eligible list.

EDUCATION, TRAINING, and EXPERIENCE:

Considerable experience in the coordination and examination of a repository of official documents/records which has led to the acquisition of the required knowledge, skills and abilities.

The required knowledge, skills and abilities can typically be obtained by:

Three (3) years of progressively responsible experience supporting records management operations of a records program including one year of administrative responsibility.

OR

Five (5) years of clerical experience supporting records management activities.

Additional related experience may substitute for education on a year-by-year basis and vice versa.

NECESSARY SPECIAL REQUIREMENTS:

• Must possess and maintain a valid California driver license.
• Must be willing and able to travel throughout Ventura County or work in East County Office-Thousand Oaks, CA.
• Excellent written communication skills must be demonstrated in the completion of the employment application and supplemental questionnaire.
• Intermediate proficiency with Microsoft Word and Excel

DESIRED:

• Strong operational management skills.
• Excellent organizational skills.
• A Certificate in Records and Information Management or completion of coursework such as records and information management, records creation and use, records systems, storage and retrieval, records appraisal, retention, protection and disposition, records scheduling and implementation, or records management program development is highly desirable.

Recruitment Process

FINAL FILING DATE: Applications must be received by County of Ventura Human Resources no later than 5:00 p.m. on Monday, June 30, 2025.

To apply online, please refer to our website at www.ventura.org/jobs . If you prefer to fill out a paper application form, please call (805) 654-5129 for application materials and submit them to County of Ventura Human Resources, 800 South Victoria Avenue L-1970, Ventura CA 93009.

Note To Applicants: It is essential that you complete all sections of your application and supplemental questionnaire thoroughly and accurately to demonstrate your qualifications. A resume and/or other related documents may be attached to supplement the information in your application; however, it/they may not be substituted in lieu of the application.

SUPPLEMENTAL QUESTIONNAIRE - qualifying: All applicants are required to complete and submit the questionnaire for this exam AT THE TIME OF FILING. This questionnaire may be used throughout the examination process to assist in determining each applicant's qualifications and acceptability for the position. Failure to complete and submit the questionnaire may result in the application being removed from consideration.

APPLICATION EVALUATION - qualifying: All applications will be reviewed to determine whether or not the stated requirements are met. Those individuals meeting the stated requirements will be invited to continue to the next step in the screening and selection process.

TRAINING & EXPERIENCE EVALUATION
A Training and Experience Evaluation (T&E) is a structured evaluation of the job application materials submitted by a candidate, including the written responses to the supplemental questionnaire. The T&E is NOT a determination of whether the candidate meets the stated requirements; rather, the T&E is one method for determining who are the better qualified among those who have shown that they meet the stated requirements. In a T&E, applications are either scored or rank ordered according to criteria that most closely meet the business needs of the department. Candidates are typically scored/ranked in relation to one another; consequently, when the pool of candidates is exceptionally strong, manyqualified candidates may receive a score or rank which is moderate or even low resulting in them not being advanced in the process.

NOTE: The selection process will likely consist of an Oral Exam, which may be preceded or replaced with the score from a Training and Experience Evaluation (T&E), contingent upon the size and quality of the candidate pool. In a typical T&E, your training and experience are evaluated in relation to the background, experience and factors identified for successful job performance during a job analysis. For this reason, it is recommended that your application materials clearly show your relevant background and specialized knowledge, skills, and abilities. It is also highly recommended that the supplemental questions within the application are completed with care and diligence.

ORAL EXAMINATION - 100%: An oral examination will be conducted to evaluate and compare participating examinees' knowledge, skills, and abilities in relation to those factors which job analysis has determined to be essential for successful performance of the job. Examinees must earn a score of seventy percent (70%) or higher to qualify for placement on the eligible list.

If there are three (3) or fewer qualified applicants, an examination will not be conducted. Instead, a score of 70% will be assigned to each application, and each applicant will be placed on the eligible list.

Candidates successfully completing the examination process may be placed on an eligible list for a period of one (1) year.

BACKGROUND INVESTIGATION: A thorough pre-employment, post offer background investigation which may include inquiry into past employment, education, criminal background information and driving record is required for this position.

For further information about this recruitment, please contact Judy Larson by email at judy.larson@ventura.org or by telephone at (805) 654-3611.

EQUAL EMPLOYMENT OPPORTUNITY
The County of Ventura is an equal opportunity employer to all, regardless of age, ancestry, color, disability (mental and physical), exercising the right to family care and medical leave, gender, gender expression, gender identity, genetic information, marital status, medical condition, military or veteran status, national origin, political affiliation, race, religious creed, sex (includes pregnancy, childbirth, breastfeeding and related medical conditions), and sexual orientation.

YOUR BENEFITS AS A COUNTY OF VENTURA EMPLOYEE

Service Employees International Union (LOCAL 721)

(SEIU)

To learn more about Benefits, Retirement, and the Memorandum of Agreement (MOA), see links below.

• Benefits website or you may call (805) 654-2570.
• Retirement FAQ's
• Memorandum of Agreement

Union Codes: UPA, UPC, UPE, UPH, UPI, UPJ, UPT, UWS

Closing Date/Time: 6/30/2025 5:00 PM Pacific

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• County of Ventura

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