Records Specialist (part-time)

About the Department

Under general supervision, organizes, coordinates, and conducts records scanning and quality control of City documents; scans a variety of City documents and vital records into imaging system; maintains imaging system; conducts records research; fulfills all public records requests in a timely manner; and performs file maintenance tasks supporting the implementation of the City's approved records retention schedule.

First review of applications will take place on May 4, 2026.

To apply and review full job description click link: Records Specialist

Position Duties

The duties listed below are intended only as illustrations of the various types of work that may be performed.  The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the class.

1. Performs a variety of imaging activities for official City documents; organizes and scans official documents and vital records into the Electronic Imaging System for archiving, including agendas, agenda items, agreements, contracts, leases, resolutions, ordinances, and other documents.
2. Provides imaging support and maintains scanning equipment; coordinates pick-up and return of documents for scanning purposes.
3. Conducts quality control inspection of scanned documents and imaging index fields to identify mis-scans and documents that are not fully legible.
4. Responds to specific records requests by searching, locating, retrieving, and delivering records through established procedures and delivery systems in a timely manner.
5. May expedite the contract/agreement execution process by logging in and tracking all agreements until all signatures are obtained; transmits all agreements to appropriate parties, both internal and external.
6. May process insurance certificates by tracking, inputting, and updating all certificate expiration dates; notifies the insured by letter if certificate is expired; files certificates in corresponding contract file if necessary.
7. Performs file maintenance tasks including coding, indexing, and applying identifying labels; files coded and other items; maintains chronological files; may maintain Law Library.
8. May process claims against the City by tracking, inputting, and updating information received regarding each open claim; informs management staff regarding all claim activity.
9. Disposes records according to the City’s Records Retention Schedule as necessary.
10. Copies documents for use by requesting parties.
11. Assembles, organizes, and distributes agenda books and packets for City Council and Planning Commission meetings.
12. Proofreads departmentally generated documents prior to their distribution and posting.
13. Attends City meetings; reports information to department staff; may serve on other special committees.
14. May assist in reviewing and evaluating Requests for Proposals for imaging consultant services and the interviewing and selection of consultants.
15. Provides back-up coverage for administrative staff and the reception desk; responds to telephone and counter inquiries by staff and the public; assists other departments as necessary.
16. Assists the public in processing passport applications, collecting passport fees, and processing passport photos.
17. Performs related duties as required.

Minimum Qualifications

The following generally describes the knowledge and ability required to enter the job and/or be learned within a short period of time in order to successfully perform the assigned duties.

Knowledge of:

Operations, services, and activities of a records management program; records management principles, practices, methods, and techniques; methods, techniques, and principles used in the preservation and maintenance of various materials; procedures and legal requirements necessary to maintain, archive, preserve, and protect records; proper English grammar, spelling, and punctuation; electronic document management applications; municipal government processes and procedures; applicable federal, state, and local laws of disclosure, including Public Records Act; principles and practices of file indexing and file systems; electronic records issues and emerging technology solutions; principles and practices of archiving; office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases.

Ability to:

Perform a full range of varied complex, sensitive, highly responsible, and confidential records management functions for assigned area; understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities; understand, interpret, and apply general and specific administrative and departmental policies and procedures; interpret and apply applicable federal, state, and local laws, codes, and regulations; operate office equipment including computers and supporting word processing, spreadsheet, and database applications; learn and effectively utilize various software applications; learn and apply new information and skills; participate in researching, compiling, and interpreting data; establish, organize, and maintain a variety of specialized files and records; maintain confidentiality of materials, vital records, and other information; maintain professional composure in dealing with hostile individuals; exercise diplomacy and courtesy in dealing with others; train staff members on the use of imaging systems and information retrieval; work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person; plan and organize work to meet changing priorities and deadlines; understand and carry out oral and written directions; respond tactfully, clearly, concisely, and appropriately to inquiries from the public, press, or other agencies on sensitive issues in area of responsibility; exercise good judgment and maintain confidentiality relative to critical and sensitive information, records, and reports; follow oral and written instructions and procedures; utilize public relations techniques in responding to inquiries and complaints; communicate clearly and concisely, both orally and in writing; establish and maintain effective working relationships with those contacted in the course of work.

Other Qualifications

Licenses/Certificates/Special Requirements:

Certified Records Manager (CRM) or equivalent designation is desirable.

Education/Training/Experience:

A typical way of obtaining the knowledge, skills and abilities outlined above is graduation from high school or a G.E.D. equivalent and some records management related work experience; or an equivalent combination of training and experience.

Physical and Mental Demands and Work Environment

The physical and mental demands and work environment described here are representative of those that must be met by employees to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands

While performing the duties of this class, the employee is regularly required to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; and to verbally communicate to exchange information. Specific hearing abilities required by this job include hearing in the normal audio range with or without correction. Specific vision abilities required by this job include close vision and the ability to adjust focus.

Mental Demands

While performing the duties of this class, the employee must be able to use written and oral communication skills; read and interpret data, information and documents; interpret policies and procedures; use math and mathematical reasoning; learn and apply new information or new skills; work under deadlines with constant interruptions; and interact with the general public, outside organizations, business representatives, employees, and others encountered in the course of work, including occasionally dealing with conflict situations.

Work Environment

The employee primarily works in a standard office setting with extensive public contact and frequent interruptions.

Providing municipal services to the Lake Forest community in California.