Records Management Clerk I/II

APPLY IMMEDIATELY! This recruitment is scheduled to close on March 17 or until we receive a sufficient number of applications.

The Records Management Clerk performs a wide variety of general clerical and records Management duties related to the City Clerk's Office.

DISTINGUISHING CHARACTERISTICS

Records Management Clerk I

This is the entry-level classification in the Records Management series. Positions in this classification typically have little or no directly related work experience and work under immediate supervision while learning job tasks.

Records Management Clerk II

This is the journey-level classification in the Records Management series and is distinguished from the I level by the ability to perform the full range of duties assigned with only occasional instruction or assistance as unusual or unique situations arise. Positions in this class are flexibly staffed and are normally filled by advancement from the lower level or if filled from the outside, require prior related experience.

Senior Records Management Clerk

This advanced journey-level classification in the Records Management series and is distinguished from the I and II level by providing technical and functional supervision over clerical support personnel. This is a single incumbent classification.

SUPERVISION RECEIVED AND EXERCISED

Records Management Clerk I

The Records Management Clerk I receives supervision from the City Clerk; and may receive technical and/or functional supervision from higher-level support, professional or management staff.

This position exercises no supervision.

Records Management Clerk II

The Records Management Clerk II receives general supervision from the City Clerk; and receives technical and/or functional supervision from higher-level support, professional or management staff.

This position exercises no supervision.

Senior Records Management Clerk

The Senior Records Management Clerk receives general supervision from the City Clerk; and may receive technical and/or functional supervision from higher-level support, professional or management staff.

Exercises technical and/or functional supervision over lower level support staff.

Essential and other important responsibilities and duties may include, but are not limited to, the following:

Perform general clerical duties related to the day-to-day activities and operations of the Records Center.

Process files for storage or destruction based on the Records Retention Schedule.

Process requests for retrieval of records.

Check and verify the contents of boxes of files transferred for storage, and input data into the records database.

Coordinate the destruction of stored records.

Assist the City Clerk's office with the records imaging system; including working with the vendor to troubleshoot problems and testing updated imaging software.

Assist the City Clerk's office with reviewing processes, procedures and forms at the Records Center.

Prepare documents for scanning by an outside vendor, including removing staples, adding barcodes, and creating logs; perform quality control of scanned documents and upload them into the electronic content management system.

Answer the telephone and greet visitors.

Perform a wide variety of routine clerical work, including filing, copying, scanning, data entry, and checking and recording information.

Sort and file documents and records, maintaining alphabetical, index, and cross-reference files.

Prepare statistical reports related to records management; including monthly and yearly activity reports.

Perform related duties, as assigned.

Records Management Clerk II

May train, delegate, sign the timesheet for, and monitor the work of volunteers and part time clerical staff in the absence of the Senior Records Management Clerk.

Senior Records Management Clerk

Train, delegate, monitor, and sign timesheets for volunteers, temporary clerical help and others.

Lead, train, delegate, and monitor the work of Records Management Clerks.

Schedule repair work as approved by the City Clerk.

Any combination of experience and training that would provide the required knowledge and abilities is qualifying. A typical way to obtain the required knowledge and abilities would be:

Records Management Clerk I:

No experience is required.

High school diploma, G.E.D. or equivalent

Record Management Clerk II:

One year of experience performing duties similar to that of a Records Management Clerk I with the City of Palmdale.

High school diploma, G.E.D. or equivalent

Senior Record Management Clerk:

Five years of increasingly responsible experience performing duties similar to those of a Records Management Clerk II with the City of Palmdale.

High school diploma, G.E.D. or equivalent

Knowledge of:

Records Management Clerk I:

Standard office practices and equipment.

Scanning and/or quality control of documents.

Records Management Clerk II:

In addition to the requirements for Records Management Clerk I:

The organization, procedures, and operating activities of a municipal Records Center.

Principles and practices of records management.

Records Management systems and technology.

State retention guidelines for record retention.

Senior Records Management:

In addition to the requirements for Records Management Clerk II:

Lead supervision practice and principles

Complex principles and practices of records management.

Complex records Management systems and technology.

Ability to:

Records Management Clerk I:

Perform routine clerical work, such as filing and data entry.

Communicate clearly and concisely, both orally and in writing.

Follow directions and maintain confidentiality.

Type at a speed of 40 net words per minute.

Operate a variety of modern office equipment such as copiers and scanners.

Use computer software programs, including word processing and spreadsheet applications.

Build and maintain positive working relationships with co-workers, other City employees, and the public using principles of good customer service.

Records Management Clerk II:

In addition to the requirements for Records Management Clerk I:

Perform the full range of duties of a Records Management Clerk, with only occasional instruction.

Work with the records vendor to troubleshoot problems.

Operate imaging software.

Type at a speed of 60 net words per minute.

Senior Records Management:

In addition to the requirements for Records Management Clerk II:

Lead, train, and delegate work to records clerical staff and other workers.

PHYSICAL AND MENTAL REQUIREMENTS:

Mobility: frequent use of a keyboard; frequent standing, walking, sitting, pushing and bending; occasional climbing and kneeling. Lifting: frequently up to 30 pounds. Vision: constant use of overall vision, frequent color and depth vision; frequent reading and close-up work. Dexterity: frequent repetitive motion; frequent writing; frequent grasping, holding, and reaching. Hearing/Talking: frequent hearing and talking, in person and on the phone. Emotional/Psychological: frequent decision-making and concentrating; frequent public and/or coworker contact; occasional working alone. Environmental: frequent exposure to noise and dust; may be exposed to solvents and/or other chemicals.

WORKING CONDITIONS:

Work is performed at the Records Center, and may be subject to working in extreme hot/cold. Positions may require occasional overtime; weekend work and travel are rare.

The City of Palmdale is noted for its highly skilled work force with a large concentration of aerospace firms located at Air Force Plant 42 and nearby Edwards Air Force Base. Its family oriented and culturally enhancing venues such as the Palmdale Playhouse, DryTown Water Park and Starlight Amphitheater make Palmdale "a place to call home."

The city is located approximately one hour north of Los Angeles off the Antelope Valley Freeway (14). Palmdale encompasses about 104 square miles and has a population of approximately 153,000. The City is served by several school districts and has a growing retail and commercial base. For more information visit www.cityofpalmdale.org.

BUSINESS HOURS: Normal operating hours are from 7:30 am to 6:00 pm Monday – Thursday. CLOSED on Friday.

UNION: The Teamsters Local 911 represents certain positions in the City's Maintenance Division of Public Works.

EMPLOYMENT INFORMATION

APPLICATION MATERIALS must be submitted by the closing date listed in the job bulletin. Resumes cannot be accepted in lieu of a City online application.

RESIDENCE within the City is not required.

AN ELIGIBILITY LIST of the most qualified applicants will be compiled based on the results of the selection process. The list will remain in place for a period to be determined by Human Resources.

BENEFITS listed here apply to full-time and benefited part-time positions; not to unbenefited part-time employees unless so described.

A PROBATION PERIOD of six months minimum applies to initial employment with the City.

VACATION, HOLIDAYS AND LEAVE: The City provides 14 paid holidays per year and 80 hours vacation (years one through four) with a maximum accrual of 240 hours (160 hours for benefited part-time employees). Administrative employees accrue 80 hours of administrative leave per year with a maximum accrual of 240 hours.

SICK LEAVE: Employees accrue 96 hours per year with a maximum accrual of 800 hours (400 hours for benefited part-time employees). Unbenefited part-time employees receive 28 hours of paid sick leave per fiscal year.

RETIREMENT: The City is a member of the California Public Employees' Retirement System (Cal-PERS). Full-time and benefited part-time employees will be enrolled in either the New Member or Classic plan, as defined by CalPERS. New Members are enrolled in the 2% @ 62 formula and pay the full 6.25% employee contribution. Classic Members are enrolled in the 2% @ 60 formula and pay the full 7% employee contribution.

All other part-time employees are covered under the Public Agency Retirement Services (PARS).

WELLNESS PROGRAM: The program includes gym membership discounts, healthy eating programs, exercise classes & other programs.

DIRECT DEPOSIT: Direct Deposit is mandatory for all new employees.

CREDIT UNION: F&A Federal Credit Union & Logix Federal Credit Union (formerly Lockheed) are available options.

INSURANCE: The City offers group health, dental/vision, long term and short term disability, and a $50,000 life insurance policy for full-time employees. The City contributes towards the employee's health insurance.

DEFERRED COMPENSATION: The City participates in the ICMA-RC Deferred Compensation Plan, which enables benefited part-time and full-time employees to contribute on a tax deferred basis.

OVERTIME COMPENSATION: Over time is accrued at time-and-a-half for eligible employees for time physically worked in excess of the regular forty (40) hour work week.

PART-TIME EMPLOYEES: Unbenefited part-time employees are reviewed for merit salary advancement, but are not eligible for any other benefits listed. Benefited part-time employees are eligible for CalPERS retirement, sick leave, holidays, & vacation on a prorated basis.

MILEAGE PAY: Any employee may be reimbursed for work related mileage at 54 cents per mile when assigned to use their private vehicle on City business.

SOCIAL SECURITY: The City does not participate in Social Security, and does not deduct Social Security payments from any employee's salary. The City does deduct 1.45% of salary for Medicare & makes a 1.45% matching contribution

• Benefits can change at any time.