Senior Records Coordinator

Description and Essential Functions

Connected by Amazing Employees

The City of Murrieta is accepting applications for the position of Senior Records Coordinator to fill one (1) current vacancy in our City Clerk Department. The eligibility list established may be used to fill upcoming vacancies within this classification for up to one (1) year.

POSITION
The City Clerk Department is seeking a motivated, dedicated, and adaptable candidate to fulfill a vital role within a synergetic and collaborative team. As records management evolves within local agencies, the ideal individual is inherently good with time management, attention to detail, an excellent communicator with the ability to work in a high-intensity environment that requires flexibility and continual task switching and prioritization, all while ensuring accuracy with all tasks. Responsibilities will include coordinating and administrating the City’s comprehensive records management program and requests for records under the California Public Records Act.

D EFINITION

Under direction, provides technical assistance, coordination, and administrative support in the development, implementation, and ongoing maintenance of the City's records management program; provides records management training to City departments; and performs related work as required.

SUPERVISION RECEIVED AND EXERCISED

Receives direction from the City Clerk and other management staff. Exercises no direct supervision over staff.

CLASS CHARACTERISTICS

This is a single-position, advanced journey-level classification. Positions at this level are responsible for performing the most complex work assigned. Incumbents regularly work on tasks that are varied and complex, requiring considerable discretion and independent judgment. Positions in the classification rely on experience and judgment to plan, coordinate, and manage the City's records management program. Assignments are given with general guidelines, and incumbents are responsible for establishing objectives, timelines, and methods to deliver services/complete assignments. Work is typically reviewed upon completion for soundness, appropriateness, and conformity to policy and requirements.

ESSENTIAL FUNCTIONS

Management reserves the right to add, modify, or remove job duties as necessary and will make reasonable accommodations to enable qualified individuals to perform the position’s essential functions. The omission of a specific duty does not preclude it from being assigned if it is similar, related, or logically aligned with the role’s overall responsibilities.

• Coordinates and administers the City's comprehensive records management program, including appropriate control over the maintenance, protection, retention, and disposition of records in accordance with legal and operational requirements
• Assists in researching, evaluating, recommending, and implementing solutions for records and related information management issues
• Trains and assists City departments in coordinating and implementing the records management plan, including the application of the city's records management policies, procedures, and techniques
• Recommends and assists with the implementation of records storage and indexing solutions
• Oversees inventories of active and inactive records storage areas and coordinates disposition and/or records destruction
• Researches, plans, develops, and implements long and short-range goals for archives and records center
• Coordinates and responds to requests for records under the California Public Records Act
• Presents records management training to City staff
• Maintains and updates policies and procedures related to records management
• Maintains and updates the City's Master Index and Records Retention Schedule
• Attends professional meetings and training seminars to stay abreast of changes and trends in archives and records management practices
• Provides reference services to internal and external customers by providing access, interpreting, finding aids, giving instruction on proper handling of materials, and knowledge of various records management areas relevant to individual needs
• Researches new technologies, automation, and software and hardware for archives and records management program
• Provide information at the public counter and on the telephone
• May perform a variety of administrative tasks associated with the operation of the City Clerk's office
• Observes and complies with all City and mandated safety rules, regulations, and protocols
• Performs other duties as assigned

Minimum Qualifications

EDUCATION AND EXPERIENCE

Any combination of education, training, and experience that provides the required knowledge, skills, and abilities may be considered qualifying. A typical way to obtain the required qualifications includes:

• High School Diploma or equivalent (GED), supplemented by college-level coursework in public or business administration or a related field
• Three (3) years of responsible administrative support experience, which included frequent public contact and extensive records management

LICENSES AND CERTIFICATIONS

• Ability to travel to meetings, trainings, site visits, and special events throughout the City may be required. Employee must have access to reliable transportation as needed
  

SPECIAL REQUIREMENTS

Must successfully complete a comprehensive background investigation, which includes a state and federal fingerprint-based background check (Live Scan), driving records screening, and a non-safety pre-employment physical and drug screening exam.

Knowledge, Skills and Abilities / Physical Demands and Environmental Conditions

KNOWLEDGE OF

• Principles, practices, methods, and techniques of records and information management programs
• Record keeping practices, including records management systems, policies, principles, standards, and best practices for the identification, description, classification, organization, storage, protection, retention, and disposition of records
• Automated records and information management and imaging software
• Imaging technologies and policies, principles, and procedures involved in electronic records management
• Document and data recovery standards, techniques, and archival preservation methods
• Applicable Federal, State, and local laws, regulatory codes, ordinances, and procedures relevant to the assigned area of responsibility
• City and mandated safety rules, regulations, and protocols
• Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff
• The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar
• Modern equipment and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed

ABILITY TO

• Coordinate the city-wide records management program
• Train and assist other staff in records management practices and procedures
• Research, evaluate, recommend, and implement solutions for records and related information management issues
• Establish and maintain a variety of filing, record-keeping, and tracking systems
• Understand and follow oral and written instructions
• Understand, interpret, and apply all pertinent laws, codes, regulations, policies and procedures, and standards relevant to the work performed
• Independently organize work, set priorities, meet critical deadlines, and follow up on assignments
• Use tact, initiative, prudence, and independent judgment within general policy and procedural guidelines
• Effectively use computer systems, software applications relevant to work performed, and modern business equipment to perform a variety of work tasks
• Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax
• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work

PHYSICAL DEMANDS

Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; vision to read printed materials and a computer screen; color vision to view a color-coded filing system; and hearing and speech to communicate in person and over the telephone. This is primarily a sedentary office classification, although standing and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects weighing up to 50 pounds.

ENVIRONMENTAL CONDITIONS

Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees occasionally operate a motor vehicle to visit various City and meeting sites. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.

Supplemental Information

APPLICATION PROCEDURE
A City application form and resume must be submitted online. Applicants can apply online at www.MurrietaCA.gov

SELECTION PROCESS

Candidates must clearly demonstrate through their application materials that they meet the employment standards outlined above. All properly completed applications will be reviewed, and the most appropriately qualified individuals will be invited to continue in the selection process. Examinations for the position may consist of any combination of appraisal interviews, performance tests, and writing exercises to evaluate the applicant's skill, training, and experience for the position. Successful applicants will be placed on an eligibility list. The City may also merge lists. The selected candidate(s) must successfully complete pre-employment clearances, which include a pre-hire physical and Live Scan background investigation.

EQUAL EMPLOYMENT OPPORTUNITY
The City of Murrieta is committed to providing equal employment opportunities to all employees and applicants for employment. All employment practices such as recruitment, selection, and promotions are administered in a manner designed to ensure that employees and applicants for employment are not subjected to discrimination on the basis of race, color, religion, sex, sexual orientation, national origin, age (over 40), marital or veteran status, genetic information, gender identity, gender expression, medical condition, disability, or any other basis that is inconsistent with federal, state or local laws.

THE COMMUNITY
Located just north of San Diego County, the city of Murrieta is home to approximately 116,000 people. Central to all of Southern California, residents of Murrieta live in one of the safest cities in the U.S. With top-ranked schools, 52 parks, and 1,300 acres of trails, it is consistently ranked the top place to live in Southwest Riverside County. Murrieta has a dynamic business environment, an educated population, and a high median income. All of these attributes support the exceptional quality of life residents enjoy and the engaged and connected community that sets Murrieta apart from the rest.

FLSA Status: Non-Exempt

Organization: Murrieta General Employees Association

Adopted:

MURRIETA GENERAL EMPLOYEES ASSOCIATION
The following is a summary of the provided benefits to full-time employees in the represented unit. For further information, please refer to the unit's Salary Resolution or Memorandum of Understanding .

• RETIREMENT : The City participates in the California Public Employees' Retirement System (CalPERS).
  • Tier 1 (Classic Members hired prior to 12/30/2012)
    • Final Compensation: Highest twelve (12) consecutive month period
    • Member Contribution: 8.0% of compensation
    • Formula: 2.7% at 55
  • Tier 2 (Classic Members hired on or after 12/30/2012)
    • Formula: 2.0% at 60
    • Member Contribution: 7.0% of compensation
    • Final Compensation: Highest thirty-six (36) consecutive month period
  • Tier 3 (New Members)
    • Formula: 2.0% at 62
    • Member Contribution: 50% of normal cost (currently 8.0% of compensation)
    • Final Compensation: Highest thirty-six (36) consecutive month period
• MEDICAL INSURANCE : The City contributes up to $1,891.28 per month toward medical insurance for employees and their eligible dependents.
• RETIREE MEDICAL INSURANCE : Please refer to the unit's Memorandum of Understanding for details.
• DENTAL INSURANCE : The City pays for 100% of the premium for the employee and their eligible dependents.
• VISION INSURANCE : The City pays for 100% of the premium for the employee and their eligible dependents.
• LIFE INSURANCE : The City pays 100% of the premium for a $50,000 life insurance policy. Additional life insurance is available.
• SHORT-TERM DISABILITY INSURANCE: The City pays 100% of the premium for the employee.
• LONG-TERM DISABILITY INSURANCE : The City pays 100% of the premium for the employee.
• DEFERRED COMPENSATION : Employees are eligible to participate in a deferred compensation plan through Nationwide Retirement Solutions. The City shall contribute a matching amount not to exceed $2,000 per year.
• SPANISH LANGUAGE PAY : 2.5% of base pay for eligible members of the association who are fluent in Spanish. Eligibility is based on business necessity.

Note: The provisions of this summary do not constitute an expressed or implied contract. Any provision contained in this summary may be modified or revoked without notice. The types and levels of employee benefits provided, including City contributions toward benefit costs, are subject to change as a result of periodic contract negotiations between the recognized employee association and the City of Murrieta.

Closing Date/Time: 1/6/2026 12:00 AM Pacific

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• City of Murrieta

• (951) 461-6087

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