The City of Palm Desert provides exemplary and sustainable services, amenities and programs for the benefit of the local and surrounding communities. When you interact with a City employee, you will find our collaborative, driven and efficient staff working together to provide strategic solutions for the community and each other. We are a city focused on external and internal customer service and try to find a way to say “yes,” while not compromising the City’s or our own integrity.
Our efforts are guided by our core values:
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Integrity
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Stewardship
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Service
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Community
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Innovation
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Teamwork
Our employees are passionate about innovation, collaboration and growth, which is supported by the City’s Council and Executive Team. We are an environment that thrives on making changes, pivoting quickly, and is full of movers and shakers. We are constantly striving to improve processes and better our approach so that we can better support the needs of the City. If you have growth mindset and find change exciting, the City of Palm Desert may be your ideal working environment!
THE OPPORTUNITY
Come and join our team in the City of Palm Desert! We are currently looking for an individual to take on the exciting role of Records Coordinator in the division of the City Clerk. As a Records Coordinator, you will have the opportunity to plan, coordinate, organize, and provide specialized administrative support in creating, implementing, and managing official City documents. You will be responsible for leading, overseeing, and participating in the city-wide records management program, providing training and support to City departments, ensuring compliance with records retention schedules, and timely response to requests for public records. If you are ready to handle complex, responsible, and specialized duties while offering highly responsible and complex administrative support to the City Clerk's Office, this position is the perfect fit for you!
Under general direction, provides administrative, specialized, and technical support to the City Clerk and City Clerk’s Office; plans, coordinates and maintain the City’s records management program. Ensures compliance with legal and regulatory requirements regarding records retention and public access. Develops and implements records management policies and procedures to support the efficient and secure handling of city records; provides records management training to City departments; and performs related duties as assigned.
SUPERVISION RECEIVED AND EXERCISED
Receives general supervision from the City Clerk or assigned supervisor. Does not directly or indirectly supervise other professional staff but may provide work direction and training to subordinate technical or clerical employees.
CLASS CHARACTERISTICS
Incumbents at this level typically receive instruction or assistance only as new or unusual situations arise and must be fully aware of the operating procedures and policies of the City Clerk’s Office. This class performs highly responsible, complex administrative duties pertaining to City legislation and election operations, and contract compliance. Work requires a high degree of initiative, judgment, and sensitivity and involves extensive public contact and interface with other City departments. Decisions are made independently in accordance with established systems and procedures and are reviewed through internal controls and periodic audits.
EXAMPLES OF TYPICAL JOB FUNCTIONS (Illustrative Only)
Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.
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Coordinate and administer the City’s comprehensive records management program and document imaging program, in accordance with current federal, state, and municipal legal requirements.
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Responsible for the preservation and maintenance of historical documents such as minutes, resolutions, ordinances, deeds, and easements; organizes and prepares City Council and commission/committee agendas, minutes, resolutions, and ordinances for document imaging; archives and indexes records annually; administers the retrieval, destruction, and storage of records according to City records management policies and procedures. Coordinate and respond to records requests under the California Public Records Act; coordinate claims, subpoenas, and summons with departments, determine information availability, legal restrictions, and certify copies of City documents; serve as the process expert for the applicable claims process; provide trainings and information in relation to the applicable claims process.
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Train and assist City departments with implementation of the records management program, applying City policies, procedures, and techniques.
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Collaborate with IT staff to manage electronic document management systems (EDMS).
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Conduct regular audits of records management processes to ensure compliance and identify areas for improvement.
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Assist in inventorying the active and inactive records of each City department.
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Responds to inquiries requiring interpretation of policies, procedures, precedents, rules and regulations, and federal, state, and local laws as applicable to City Clerk and City Council operations; provides information and access to City records to City staff and the public; conducts research on complex inquiries, retrieves and makes copies of City Council actions and other public documents upon request; responds to subpoenas and compiles requested documents; ensures compliance with Public Records Act requirements and other applicable regulations; ensures all who contact the office receive excellent customer service; completes surveys from other public agencies as required.
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Serve as the recording secretary, including preparation of meeting agendas and minutes, for city committees, commissions and task forces as needed.
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Prepare, update, and proofread a wide variety of documents; compile information and data; verify the accuracy of the information and research discrepancies.
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Assist the City Clerk in establishing policies, procedures, and standards for the City's Records Management Program.
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Coordinates the publication and codification of ordinances; maintains and updates the physical copies of the Municipal Code, ensuring accessibility and accuracy for City staff, officials, and the public.
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Prepares adopted resolutions and ordinances for execution, distribution, and filing.
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Attend professional meetings and training related to archives and records management.
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Act on behalf of the City Clerk and Assistant City Clerk in those individuals' absence.
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Performs other duties as assigned.
Knowledge of:
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Policies, procedures, and requirements governing the actions of an elected City Council and the general functions of a municipal government.
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Principles and practices of records management, including records retention, storage, and destruction.
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Pertinent federal, state, and local laws, code and regulations related to the maintenance of documents and records in the custody of the City Clerk’s Office.
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Legal and regulatory requirements related to public records, including the California Public Records Act.
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Electronic document management systems (EDMS) and related software.
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Information governance and data privacy standards.
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Modern office management practices, procedures, technology, and computer equipment and applications, including word processing, database, and spreadsheet applications.
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Techniques for training and supporting staff in records management practices.
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Principles and practices of technical data research, compilation, and report preparation.
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Business letter writing and the standard format for reports and correspondence.
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English usage, grammar, spelling, vocabulary, and punctuation.
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Techniques for effectively representing the City in contacts with governmental agencies, community groups, and various business, professional, educational, regulatory, and legislative organizations.
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Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff.
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Organization, functions, procedures, and rules of the City Council and Commissions/Committees.
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Municipal Code provisions related to the operations of the City Clerk's function and matters which come before the City Council and its Commissions/Committees.
Ability to:
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Operate a personal computer and standard office equipment.
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Develop and implement effective records management policies and procedures.
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Interpret, analyze, apply, and implement a variety of complex federal, state, and local laws, regulations, policies and procedures.
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Review documents for accuracy, completeness, and compliance; compile data and information for reports; compose letters and memoranda; explain policies and procedures.
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Organize and maintain records in an efficient and accessible manner.
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Analyze records management needs and provide appropriate solutions.
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Respond promptly and accurately to public records requests.
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Work collaboratively with various city departments and staff.
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Maintain the confidentiality and security of sensitive information.
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Communicate effectively, both orally and in writing.
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Prepare clear and concise reports and documentation.
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Organize work, set priorities, meet critical deadlines, and follow up on work assignments with a minimum of supervision.
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Exercise tact and diplomacy in interpersonal dealings which are difficult, highly sensitive, and confidential.
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Establish and maintain effective working relationships with City staff, elected officials, other public and private organizations, the public, and others encountered in the course of work.
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Stay informed about new developments in records management technology and laws.
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Train and support staff in proper records management techniques.
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Establish and maintain effective working relationships with City staff, elected officials, other public and private organizations, the public, and others encountered in the course of work.
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Effectively use computer systems, software, and modern business equipment to perform a variety of work tasks.
Education and Experience:
Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be:
Equivalent to the completion of the twelfth (12th) grade supplemented by college-level coursework or vocational training in the functions and activities of a municipal clerk's office, including, but not limited to, public administration, records management, contract management, and regulatory compliance and five (5) years of increasingly responsible and varied administrative support, preferably in a City Clerk’s Office or within the public sector with a focus on records management.
License or Certificates:
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A valid California class C driver's license and a satisfactory driving record.
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Possession of an active Notary Public Commission is required within six months of employment.
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A Certified Records Manager (CRM) from the Institute of Certified Records Managers or a Certified Municipal Clerk (CMC) designation from the International Institute of Municipal Clerks or the ability to obtain certification within one year is preferred.
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; and hearing and speech to communicate in person, before groups, 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 up to 10 pounds with the use of proper equipment. Reasonable accommodations will be made for individuals on a case-by-case basis.
Environmental Elements
Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.