Records Specialist

Salary : $58,760.04 - $71,364.84 Annually
Location : Ontario, CA
Job Type: Full Time
Job Number: 032725 Rec Specialist
Department: Management Services
Opening Date: 04/21/2025
Closing Date: 5/21/2025 5:00 PM Pacific
FLSA: Non-Exempt
Bargaining Unit: CON

The Position
DEADLINE TO APPLY APPLICATION DEADLINE: WEDNESDAY, MAY 21, 2025.
Are you interested in a career in public service where you can make a positive impact on the community? Do you consider yourself to be organized and personable? If so, the City of Ontario has an exciting career opportunity for a well-qualified applicant interested in joining the Records Management team as a Records Specialist.The City of Ontario's City Clerk / Records Management Department has an excellent opportunity for a Records Specialist. The Records Specialist is responsible for providing a variety of records management support and clerical services for the City Clerk / Records Management Department. The ideal candidate for this position will be able to provide excellent customer service with attention, dependability, promptness, and competence to the public and representatives to the various departments and agencies supported by the department. The successful candidate will embody the values of City's approach to Service for Success - Empathy, Respect, Problem Solving - as well as the qualities of a "Five Tool Player" - Leader, Thinker, Communicator, Operator and Public Servant.

The Management Services Agency

The Management Services Agency implements the goals and policy direction of the City Council through professional administration and leadership of the City's executive team and staff. The Ontario City Council continues to amplify the existing community momentum - providing quality municipal services, programs, and projects to build a better tomorrow for the residents and businesses of Ontario.
The following procedures will apply:

• The Eligibility List will consist of both internal and external applicants who meet the qualifications and successfully complete any required selection processes.
• The hiring department has the discretion to consider internal applicants on the Eligibility List prior to considering external candidates on the Eligibility List.
• The City of Ontario reserves the right, if necessary, to accept only the first one hundred (100) applications from applicants that meet the qualification guidelines below
• Completed applications will be reviewed and only qualified applicants whose qualifications best meet or exceed the requirements of the position and needs of the City will be invited to participate further in the selection process.

The City of Ontario is a dynamic leading community in the Inland Empire with a variety of full-time and part-time employment and volunteer opportunities. Ontario is proud to have the reputation of being a progressive City, providing solid leadership to its citizens and business community. The City provides a full range of services to the community including Police, Fire, Management Services, Community Life & Culture, Community Development, Economic Development, Financial Services, Human Resources/Risk Management, Public Works, and the Ontario Municipal Utilities Company. The City's team is staffed with approximately 1,500 FTE diverse and talented employees who work to support a common goal of providing excellent service to the community.
The City's vision for the future is very exciting, and we foresee tremendous growth within the year(s) to come. We invite you to learn more about the City of Ontario by reviewing the City's website. A few useful links are listed below, including a link to the City's 2024 State of the City video.
2024 State of the City (Video link)

The Ontario Plan (The City's Comprehensive Business Plan for Development)
Smart Ontario (Information about recent City projects)
Downtown Ontario (What to do in Downtown Ontario)
Examples of Essential Functions
The essential functions typically performed by the Records Specialist include the following:

• Processes, indexes, files and retrieves official City documents, records and archives including ordinances, resolutions, contracts, bonds, agreements, deeds, insurance documents, and meeting minutes; reviews documents for legal and procedural accuracy.
• Researches and responds to authorized information requests from the public, businesses, outside agencies, and City staff; including all types of archived records, ordinances, codes, and policies.
• Posts, verifies and enters City records information into database; processes and audits documents and records inventory system to maintain and locate records.
• Operates a variety of electronic document imagining and micrographic equipment to store information; reviews quality of image and accuracy of indexing.
• May attend bid openings; receives, logs, opens and monitors bids; maintains custody of bid bonds.
• Compiles and maintains records for all City departments in a centralized records center and within the City's electronic record respository; prepares records for storage; shelves, retrieves, audits, and stores boxed records.
• Prepares and processes departmental logs, including the processing of City ordinances, resolutions, reports and bonds.
• Maintains and updates departmental reference materials; screens and directs department mail and phone calls.
• Prepares and edits general correspondence, memorandums and documents to the public,
  businesses, outside agencies, and other department representatives.
• Assists the Assistant City Clerk/Records Management Director with the preparation of City Council agendas in accordance with the Brown Act.
• Occasionally attend City Council Meetings .
• May assist with the training of temporary and volunteer staff.

Knowledge Of:

• Basic records maintenance and retrieval, equipment, and operations.
• Basic records management systems and practices.
• Standard administrative support practices, procedures, and equipment.
• Customer service methods and communication techniques.
• Proficient knowledge Agenda Management System - Granicus.

Ability To:

• Understand and comply with applicable City ordinances and resolutions, state laws, and departmental policies and procedures.
• Prepare, organize, and maintain accurate and complete documentation and records. Maintain, query, and input data into database reporting systems.
• Research and compile records and information
• Identify filing, maintenance, and recording errors and discrepancies. Lift archival boxes and climb ladders.
• Maintain sensitive and confidential information.
• Operate computer using relevant word processing, spreadsheet, database, imaging and other software; entering and retrieving data with speed and accuracy.
• Interact and communicate effectively and professionally, both orally and in writing.
• Establish, maintain and foster positive, harmonious, and effective working relationships.
• Multi-task and reprioritize multiple assignments as needed while meeting deadlines.
• Provide excellent customer service while effectively managing high-pressure situations with professionalism, composure, and efficiency.

Qualification Guidelines
Any combination of education and/or experience that provides the required knowledge, skills, and abilities to perform the essential functions of the position. A typical combination includes:

Education
High School diploma or recognized equivalent.

Experience
Three years of administrative support experience, including records maintenance and filing.

Licenses
A valid Class C California driver's license and an acceptable driving record.

Desirable

• Public agency experience with City Clerk's functions or in the records management field.
• Associate's degree from an accredited college or university, or currently enrolled in school.

Supplemental Information

How to Apply
Apply online by clicking on the "Apply" link at the top of this announcement. If this is the first time applying for a position using you will be prompted to create a new user account, otherwise log in with your user name and password. Your application and responses to any supplemental questions will be used to evaluate your qualifications for this position. It is suggested that your application include the following:

• List any relevant experience and education that demonstrates that you qualify for the position.
• List all periods of employment for at least the past 10 years, beginning with your most recent or present employer (including, if applicable, all employment with the City of Ontario).
• Separately list each position held, including different positions with the same employer.

A resume may be attached to your application but will not substitute for the proper completion of your application. Applications that are not properly completed may be rejected.

NOTE: Transcripts from colleges, universities or technical schools outside of the United States must be assessed for U.S. equivalency by a NACES educational credential evaluation service . click apply for full job details