Records Analyst II
| City of Foster City |
| Estero Municipal Improvement District |
| Job Specification |
| DEFINITION: |
| Under administrative direction, the Records Analyst II oversees the records management program for all City departments and 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. In addition, the Records Analyst II attends Council meetings on behalf of City Clerk; and performs analytical related work as assigned. |
| DISTINGUISHING CHARACTERISTICS, FEATURES, REQUIREMENTS: |
| The Records Analyst II is a full-time middle management position in the City Clerk Department. The Records Analyst II indirectly supervises part-time staff and volunteers and assists the City Clerk in the development and implementation of policies and procedures. This is the second level position in the flexibly staffed series of Records Analyst I, Records Analyst II and Deputy City Clerk. This class is distinguished from the Deputy City Clerk in that the latter has overall management responsibility for the development and maintenance of the citywide records management system and serves as acting City Clerk in Clerks absence. |
| SUPERVISION EXERCISED AND RECEIVED: |
| Receives direction from the City Clerk and exercises indirect supervision over part-time staff and volunteers as assigned. |
| 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. Oversees the Citywide records management program; implements and ensures compliance with policies and procedures related to the creation, receipt, classification, maintenance and storage, destruction and disposal of all records, documents and related information; trains City staff regarding record maintenance and retention procedures. Indirectly supervises and directs the activities of clerical staff and volunteers including employee selection, work assignment, employee development, and complaint resolution. Recommends and implements department policies and procedures; analyzes and evaluates department procedures and systems; makes recommendations to improve workflow and efficiency; researches and recommends appropriate technology to improve efficiency. Inventories and reviews records and documentation on a periodic basis; updates and verifies the Records Retention Schedule; and performs audits of the automated database information systems. Attends City Council meetings; takes and transcribes minutes to serve as the official City records and oversees follow-up pertaining to City Council action taken at meetings. Assists with the coordination of municipal elections, candidate handbooks and other elections related documentation; assists with processing candidate paperwork and coordination with county election office. Prepares and distributes City Council agenda packets; maintains official files and records of Council proceedings and actions. Posts public notices, bulletins, and contracts; prepares proclamations, ordinances, and resolutions. Coordinates Fair Political Practices Commission filing obligations required of City Council members, commissioner, and designated employees. Coordinates the codification of the Municipal Code. Conducts research; compiles information, and prepares reports and correspondence; reviews and distributes and other reports. Performs other analytical work as needed. |
| 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; supervision, training and evaluation procedures and practices; 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, working well with people; 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: perform analytical work with minimal supervision; learn and apply effective methods to oversee volunteer and part-time staff; manage, plan, organize and maintain City Council and City official and original reports, plans, documents, contract agreements, and bids; make appropriate records management and maintenance and automation system recommendations in compliance with municipal, state, and federal regulations, codes and requirements; prepare and review status and inventory reports, documents, statements, and correspondence accurately; prioritizes work assignments and coordinates work to meet scheduled deadlines; performs basic arithmetical computations and input data with accuracy; identify errors of discrepancies in documentation; compare and match related documents; implement departmental policy and procedure; operate a computer using word processing and spreadsheet software; interacts and communicate effectively, both orally and in writing; and establish, maintain, and foster positive and effective working relationships. |
| 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 administration, technical records management or a related field. Certification as a Certified Municipal Clerk (CMC) or Certified Records Manager (CRM) may be substituted for the Associate's degree. Training in records management desirable. |
| Experience: Four years of progressively responsible experience in a City Clerk Department or in records management and a proven track record of performing analytical work. |
| 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 current State of California Notary Commission. |
