Records Analyst I
| City of Foster City |
| Estero Municipal Improvement District |
| Job Specification |
| DEFINITION: |
| Under administrative direction, the Records Analyst I assists the City Clerk in performing a variety of administrative support tasks. A key responsibility of this position is supporting a records management program for all City departments. This position also assists with: election administration; conflict of interest statements; public records requests; City Council agenda; processing of a variety of legal documents; and the maintenance of official records; and performs related duties as assigned. |
| DISTINGUISHING CHARACTERISTICS, FEATURES, REQUIREMENTS: |
| The Records Analyst I is a full-time middle management position in the City Clerk’s Department. This is the entry level position in the flexibly staffed series of Records Analyst I, Records Analyst II and Deputy City Clerk. Incumbents are expected to exercise some independent judgment and decision making and to perform routine tasks with supervision and instruction. This class is distinguished from the Records Analyst II in that the latter requires higher level of experience, knowledge, and does not indirectly supervise part-time staff and volunteers. |
| SUPERVISION EXERCISED AND RECEIVED: |
| Receives supervision and direction from the City Clerk. |
| IMPORTANT AND ESSENTIAL DUTIES: |
| The duties listed below are illustrative only. They are not meant to be a complete and exhaustive listing of all of the duties and responsibilities of the classification. Assists in the planning, organization and implementation of a City-wide records management system including the maintenance, storage, retention, retrieval and destruction of records and documents in accordance with administrative, legal, fiscal and historical requirements; plans and implements records storage plans that ensure efficient storage of and access to the City’s records. Oversees and coordinates the work of various clerical staff; trains City Clerk Department staff in records management systems and techniques; ensures effective work flow, such as the timely filing of legislative history, deeds and contracts, the processing of records, research requests and subpoenas; the retrieval and research of records requested by the public and City departments; and the creation and maintenance of various indexes to City documents; and processes the more complex research requests. Provides technical support to City departments related to file and document inventories; assists departments with the creation and implementation of schedules for records retention; reviews retention schedules and makes recommendations for maintenance and protection of archival and vital records; receives requests from departments and arranges for off-site storage or other disposition; references and releases files in response to departmental requests and in accordance with established procedures. Assists in establishing procedures for implementing records management programs, such as document imaging and physical records storage; assists in the research, coordination and maintenance of new technology and methods related to records management, including document imaging systems and methods; assists with procurement of materials and technology and acts as a technical liaison between the City and vendors; and coordinates with the Information Technology Department to develop computerized solutions to meet the document storage needs of the department and the City. Assists the City Clerk in training City staff in records management, including records retention procedures and automated records retention systems; assists in conducting training needs assessments; assists in the development of training materials to meet users’ needs; schedules and coordinates training sessions. Prepares periodic activity reports related to the records management system; develops written procedures and manuals related to records management processes for review by the City Clerk Under supervision, performs the clerical and technical tasks associated with organizing, coordinating and monitoring the filing of Statements of Economic Interest required by Council members, designated City employees and advisory body members to meet legal requirements of the State Fair Political Practices Commission (FPPC). Maintains proper filing of contracts, agreements and deeds in accordance with the Citywide Records Management program. Completes paperwork, such as payroll action documents, and processes timesheets; assists with the preparation and distribution of City Council meeting packets. Assists in the research, planning, implementation and maintenance of various programs and services. Provides technical and clerical oversight and support for the department in the absence of the City Clerk. May provide Notary services to the public and City staff. Performs other duties as assigned. |
| JOB-RELATED QUALIFICATIONS: |
| Knowledge, Skills and Abilities: |
| Knowledge of: records management and maintenance methods and principles; state and municipal administration and recording regulations, practices, policies and procedures; official and original records and documents organization, maintenance and system policies, procedures and techniques; customer service methods and communication techniques; modern office equipment procedures and practices; automated and database system methods and practices; proper grammar, spelling and punctuation; and standard office practices. |
| Skill in: safe and efficient operation of office equipment including, multi-line business phones, copiers/scanner/printers, calculators, personal and on-line computers; and methods and techniques of scheduling work assignments and coordinating work flow. |
| Ability to: implement and maintain complex filing systems; conduct informational and technical research; evaluate and compile data and make appropriate recommendations for action; learn and apply computer technology related to records management; understand, interpret, apply and explain policies and procedures; effectively communicate technical and procedural information to groups and individuals; organize, prioritize, review, train and follow-up on work assignments of clerical staff; effectively organize tasks and work within deadlines; process detailed paperwork in strict accordance with specific procedures and policies; prepare written reports, procedure manuals and training materials; proofread for spelling and typographical errors; make sound decisions within established guidelines; work cooperatively as a member of a team; work independently and in the absence of direct supervision; establish and maintain effective working relationships with City staff, outside agencies and the public; follow written and oral directions; communicate effectively both orally and in writing; and observe safety principles and work in a safe manner. |
| EDUCATION AND TRAINING GUIDELINES: Any combination equivalent to experience and education that could likely provide the required knowledge, skills and abilities would be qualifying. A typical way would be: |
| Education: Equivalent to associate’s degree in public administration or business, or a related field. Records management course work desirable. Certification as a Certified Municipal Clerk (CMC) or Certified Records Manager (CRM) may be substituted for the Associate's degree. |
| Experience: Two years of progressively responsible experience in a professional office environment with some records management experience. |
| SPECIAL REQUIREMENTS: |
| Willingness to work occasional evenings and weekends, as necessary. Position requires prolonged sitting, standing, walking, reaching, climbing, twisting, turning, kneeling, bending, squatting and stooping in the performance of daily activities. The position also requires grasping, repetitive hand movement and fine coordination in using a computer keyboard. Additionally, the position requires far and near vision when reading and using a computer. Acute hearing is required when providing phone and personal service. The need to lift, drag and push files, paper and documents weighing up to 25 pounds is also required. Some of these requirements may be accommodated for otherwise qualified individuals requiring and requesting such accommodations. Desirable Qualifications: working knowledge of document imaging systems or automated records retrieval systems; and completion of records management training. |
| LICENSES, CERTIFICATES, REGISTRATION: |
| Licenses: Possession and continued maintenance of a valid California Driver’s License and a safe driving record; and successful commission as a notary public within one year of appointment. |
