Records Management Coordinator JAO

JOB POSTING

NOTICE OF JOB OPPORTUNITY
POSTING #BR-387-25E


RECORDS MANAGEMENT COORDINATOR

Are you an organized, detail-oriented professional with a passion for managing information and making a meaningful impact across a large public agency?

The Los Angeles County Sanitation Districts are looking for a proactive and skilled Records Management Coordinator to help lead and support our Districts-wide records and document management program. In this pivotal role, you will oversee the day-to-day operations of the Records Management workgroup and help ensure that critical documents are stored, accessed, and maintained in full compliance with legal and operational standards.

As Records Management Coordinator, you will:

* Support the development, implementation, and auditing of records management policies and procedures
* Oversee the storage, retrieval, and disposition of official documents
* Coordinate training for new employees and guide staff in records best practices
* Administer project numbers and filing systems, digitize incoming mail, and manage file transfers to and from storage facilities
* Provide timekeeping and purchasing support for the Document Services team
* Collaborate with Imaging and Library Services teams to ensure integrated support

This is an exciting opportunity for someone who thrives on solving problems, collaborating across departments, and using enterprise document management systems to promote transparency, accuracy, and access to information. If you're ready to help preserve the integrity of the Districts’ essential work and guide others in effective records stewardship, we invite you to apply!

LOCATION:
FACILITIES PLANNING DEPARTMENT, DOCUMENT SERVICES GROUP, JOINT ADMINISTRATION OFFICE, WHITTIER
ESSENTIAL FUNCTIONS:

To coordinate and oversee the Districts-wide records management efforts and to lead and coordinate the work of others performing records and document management tasks.

JOB SUMMARY:
The major responsibilities are listed below. For a full list, please see the job description .

Under the general supervision of the Records Administrator, the incumbent will:

• Plan , organize, prioritize, review and participate in all day-to-day activities of the Records Management workgroup
  
• Assist the Records Administrator with developing, implementing, and auditing of document/records management policies, procedures, and guidelines
  
• Assist with training employees
  
• Assist the Records Administrator in developing and administering a filing system including the creation of project numbers
  
• Coordinate and oversee the storage, retrieval, and disposition of all official Districts' documents in accordance with applicable legal requirements
  
• Coordinate movement to and from storage facilities
  
• Process incoming mail by sorting, scanning and logging applicable information into the Document Management System
  
• Assist with timekeeping for all Document Services staff
  
• Handle purchasing and processing of invoices
  
• Crosstrain to be able to temporarily work in the Imaging workgroup when needed
  
• Manage subscriptions and renewals for publications, standards, and codes
  

MINIMUM QUALIFICATIONS

Applicants must possess all of the following:

• Two (2) years of experience working with records management and records policies/procedures
• Two (2) years of experience working with an enterprise document management system
• A valid California Class C driver's license

EXAMPLES OF ASSESSMENT CRITERIA

The competitive selection process may cover:

Knowledge of:

• Principles and practices of document and records management
• Practical application of electronic document management systems and databases

Ability to:

• Develop guidelines and policies related to document and records management
• Work effectively with all levels of Districts' staff and outside representatives
• Provide guidance, training and leadership to others
• Analyze problems and implement solutions
• Communicate effectively both orally and in writing
• Proficiently use Microsoft Office Suite and Adobe Acrobat Pro

ADDITIONAL INFORMATION

SELECTION PROCESS:

• All applications will be reviewed to determine if the conditions and qualifications for testing are met.
• The selection process will consist of a written test, writing exercise and interview. The written test is weighted at 40%. The writing exercise will be scored as part of the interview and have a combined weight of 60%.
• Candidates must receive a qualifying score on each selection component to move forward in the selection process.
• The written exam is tentatively scheduled for Friday, December 19.

NOTE:

The individual(s) recommended for hire must undergo a job-related pre-employment physical, as well as a reference check, background check, DMV report, and a drug test.

TO APPLY:
Please apply online at governmentjobs.com within this application period. By using the online application system, you will receive confirmation via e-mail that your application was received for this position. Resumes will not be accepted in lieu of a completed LACSD Employment Application or online application. Check your email regularly throughout the recruitment process as notifications may be sent via e-mail. Please verify that your registered email address is accurate and current. To ensure proper delivery, add info@governmentjobs.com to your contact list.

For questions regarding this recruitment, please contact Brandi Reyes at BrandiReyes@lacsd.org .

As an equal opportunity employer, the Districts strongly encourage people with disabilities and people from historically marginalized communities to apply.

To learn more about how the Sanitation Districts converts waste into resources, please visit the following video: Converting Waste into Resources .

RETIREMENT

• CALPERS: The Districts belong to the California Public Employees' Retirement System (CalPERS), and all monthly status new hires will be enrolled in CalPERS. Most new hires will be enrolled in the defined benefit formula of 2% @ 62 in accordance with the Public Employees’ Pension Reform Act (PEPRA) and are required to contribute to the plan (7.75% for the 23/24 fiscal year; Those who qualify based on current or previous public service may be enrolled in the defined benefit formula in place on December 31, 2012, which was 2% @ 55 and are considered “classic” members. For “classic” members, the Districts pay the “employee share.” Please contact the Human Resources Department for more information regarding contribution rates. Although Districts employees are exempt from Social Security, employees are required by federal law to contribute a percentage of their salary for Medicare coverage.

• DEFERRED COMP MATCH: The Districts provides a matching contribution to an eligible deferred compensation plan pursuant to Section 457 of the Internal Revenue Code. The match with each paycheck will be the lesser of: 3% of the employee's base monthly salary as listed in the Salary Schedule; and the amount the employee is contributing with that paycheck. The annual total combined employee and employer contribution are subject to IRS limits.

COMPENSATION & PROMOTIONAL OPPORTUNITIES

Employees receive annual salary increases until reaching step 5 of the salary range and are provided with opportunities to promote. Cost of living adjustments are implemented annually in accordance with labor agreements.

Job classifications are compensated on a 5-step salary range. New employees may receive a 5.5% step increase after successfully completing a 6-month probationary period and yearly thereafter until step 5 is reached. The Districts' typically promote qualified internal applicants before considering outside candidates. For engineering professionals, there are three levels of Engineering Associate (EA) and administrative promotion is possible to an EA II or EA III level after an engineer completes 2 years as an EA I or EA II respectively. Engineers are eligible for administrative promotion to the Civil Engineer level when they obtain registration as a Professional Engineer in the State of California and have a bachelor's degree from an accredited university and 6 years of professional engineering experience, a master's degree from an accredited university and 3 years of professional engineering experience, or a PhD and 2 years of professional engineering experience. An employee with four years of experience at the Civil Engineer level may apply to compete for promotion to Senior Engineer. Promotions to the Senior Engineer level are made depending upon the needs of the Districts. Supervising Engineer positions are filled through a competitive selection process. Management level positions may also be filled through a competitive selection process, or by appointment by the Chief Engineer and General Manager.

HEALTH INSURANCE

• MEDICAL: Districts paid. Employees may choose from several HMO and Indemnity plans. As of January 1, 2024, the Districts contribute $2,202.87 per month for medical insurance. Depending on the choice of health plan, the Districts contribution covers all or a large portion of the premium for family coverage.

• DENTAL: Districts paid. The Districts pay the full premium for employee and dependent coverage for a prepaid dental program which provides for most routine dental care through a panel of contracting dentists with no deductibles. Employees are eligible to enroll in an indemnity plan if requested within thirty days after completion of three years of employment (sooner for some bargaining units), or during subsequent open enrollment periods.

• VISION: Employee paid.

• LIFE: The Districts pay for a term life policy. Employees can buy additional types and amounts of life insurance coverage at group rates.

LEAVE TIME

• VACATION: Employees receive 88 hours of paid vacation after one full year of service, increasing up to 128 hours per year after five years, 168 hours per year after 15 years and up to 208 hours after 25 years. Prior to one year of full service, employees are given partial vacation time on January 1, based on the time worked in the preceding year.

• SICK LEAVE : Eight hours of full-pay sick leave per month.

• PERSONAL LEAVE: Employees may use up to 40 hours per calendar year from current sick leave for personal reasons.

HOLIDAYS
13 paid holidays and one-half paid holiday depending on the employee's work schedule.

TUITION REIMBURSEMENT
Employees may be eligible for tuition reimbursement for approved accredited course work.

STUDENT LOAN PAYMENT REIMBURSEMENT
For some bargaining units, the Districts will provide student loan payment reimbursements for principal or interest paid by the employee on a qualified education loan incurred by the employee for the education of the employee. The annual maximum reimbursement is $5,250 and the lifetime reimbursement limit is $21,000.

ENGINEERING TRANSFER PROGRAM
Engineers can participate in a voluntary transfer program to gain experience in various engineering sections. Transfers are made whenever vacancies and qualifications match. An engineer may apply for transfer after they have served in their assignment for 2 years.

WORK ENVIRONMENT & OTHER BENEFITS

• A rewarding career contributing to society and the environment.
• Flexible work schedules (e.g. 9/80 schedule) depending on the worksite.
• Clear policies and procedures.
• Health and safety programs.
• Carpool opportunities with monetary incentives depending on the worksite.

More detailed benefits information can be found here: Districts Benefits

NOTE: The provisions of this posting do not constitute an expressed or implied contract. Any provision contained in this posting may be modified and/or revoked without notice.

Updated December 29, 2023

Closing Date/Time: 12/9/2025 11:59 PM Pacific

• 

• Los Angeles County Sanitation Districts

• 562-699-7411

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