Records Management Specialist

Overview

Under general supervision, the Records Management Specialist is responsible for overseeing the receipt, classification, retention, archiving, storage, and proper disposal of the City's official records in compliance with State regulations. This role provides training and guidance to City departments on records retention schedules, storage procedures, and destruction protocols. The Specialist also manages the intake and filing of statutorily required notices and forms. Additional responsibilities include supporting daily departmental operations, responding to public information requests, processing claims filings, and assisting the public with inquiries related to City departments.

Responsibilities

• Ensure compliance with the City's Declaration of Compliance with the Texas State Library and Archives Commission (TSLAC)

• Stay informed of updates and changes to TSLAC records retention schedules and records management guidelines

• Coordinate with TSLAC regarding records management matters, including retention schedules and regulatory requirements

• Maintain adherence to the Texas Public Information Act and other applicable state laws by overseeing the proper retention, management, disclosure, and disposition of public records

• Manage the receipt, creation, organization, and maintenance of both physical and electronic records related to the City's permanent meeting and legislative documentation

• Ensure records are accurately indexed, labeled, and associated with appropriate metadata to support efficient retrieval and long-term accessibility

• Serve as the primary point of contact for requests related to the City's permanent meeting and legislative records, providing timely and effective assistance in locating, retrieving, and producing requested documents

• Collaborate with the City Secretary and Information Technology Department to administer and maintain the City's electronic records repository, ensuring secure and efficient access to official records

• Monitor and audit records management processes to identify opportunities for improvement, implementing changes to enhance operational efficiency, accuracy, and compliance

• Receive and file City and State-mandated documents submitted to the City Secretary's Office, including but not limited to financial disclosures from elected and appointed officials, campaign finance reports, deeds, petitions, lawsuits, claims, and ethics complaints

• Oversee the organization and management of records stored in the City vault, ensuring proper control and accessibility

• Conduct regular inspections of storage facilities to verify compliance with safety and security standards for all departmental records

• Perform routine reviews of vault records to assess retention timelines and initiate appropriate destruction procedures in accordance with established policies.

• Maintain and update cross-reference indexes to ensure accurate tracking and retrieval of records

• Coordinate and supervise the annual destruction of departmental records, ensuring adherence to approved retention schedules and destruction protocols.

• Manage the organization and oversight of records housed in the City vault, ensuring secure storage and easy accessibility

• Conduct routine inspections of storage facilities to ensure compliance with safety and security protocols

• Review vault records regularly to determine eligibility for destruction based on established retention schedules

• Maintain and update cross-reference indexes to support accurate record tracking and efficient retrieval

• Coordinate and supervise the annual destruction of departmental records in accordance with approved retention and disposal policies

• Maintain comprehensive knowledge of general office procedures and perform a variety of administrative tasks, including processing public information requests, filing claims, and receiving subpoenas and legal documents

• Coordinate reservations for staff conference rooms and Council Chambers to support departmental and citywide meetings

• Manage office supply orders and ensure timely submission of facilities work orders to maintain efficient operations

• May be asked to perform other duties as assigned.

Position Type and Typical Hours of Work

• Non-Exempt - Full-Time

• Flexibility to work evenings, weekends, and holidays is a schedule requirement

• In the event of an emergency, employees are required to work to provide for the safety and well-being of the public, including the delivery and restoration of vital services.

The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties, and skills required of personnel so classified in this position. This job description is subject to change as the needs and requirements of the job change.

Qualifications

• High School Diploma / GED

• Five (5) years of experience

Licenses and Certifications

Required

• A valid driver's license is required; successful out-of-state candidates must be able to obtain a valid Texas driver's license within 90 days of hire

• Eligible to obtain Texas Notary Public license and maintain during employment

Preferred

• Records Management Association or Program (i.e., TSLAC or NAGARA)

Employment Testing

Employment is contingent on passing any post-offer pre-employment screening as listed below:

• Criminal Background Check: Yes

• Motor Vehicle Record Check: Yes

• Drug Screening: Yes

• Physical Exam: Yes

Basis of Rating

A recruitment consultant will evaluate all applications against the posted qualifications and may request additional information. The city may also conduct additional skill assessment tests, in addition to the panel interview.

Supplemental Information

• Any position that lists a minimum qualification for education level and/or license/certification will require the applicant to provide proof of documentation if selected for hire into the position with the City of Corpus Christi.

The City of Corpus is an Equal Opportunity Employer and complies with the Americans with Disabilities Act and Uniformed Services Employment and Reemployment Rights Act (USERRA). If you require an accommodation in order to apply for a position, please request assistance from the Human Resources Department.

Closing Date/Time: January 6, 2026

• 

• City of Corpus Christi

• 3618263332

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