Location
2100 Thousand Oaks Blvd, Thousand Oaks, 91362
Description
HIGHLIGHTS
- Be part of a collaborative admin team that provides exceptional customer service
- Strong commitment to professional development and career advancement
- Play a key role in records digitization
We are seeking an enthusiastic, customer-oriented team player who thrives in a busy environment to perform a variety of functions including organizing and researching records, providing information, processing fees, and receiving payments, by telephone, in-person and via e-mail. The Records Management Specialist acts as a liaison between customers and the hiring department and must have the ability to set priorities, plan and organize a diversified workload and fulfill commitments in a timely manner.
PRIMARY RESPONSIBILITIES
- Perform a full range of responsible, specialized, technical, and confidential office clerical support functions
- Provide excellent customer service to internal and external customers, address questions and resolve concerns
- Legal requirements of local, state and federal laws relating to records retention and destruction.
- Assist in organizing and administering the Citywide Records Management Program
- Manage departmental records storage systems, including records filing, research and retrieval
- Coordinates and maintain citywide off-site records storage systems and assists with internal and offsite audits for legal retention requirements.
- Principles and practices and procedures of automated and manual records management, retrieval and storage including electronic imaging, automated information retrieval system and computer systems related to maintaining municipal records.
- Perform administrative functions related to imaging system software
- Assist with destruction of records in accordance with the records retention schedule
- Evaluate Public Records Act requests and provide copies of relevant records in accordance with legal requirements and the City’s interests.
- Serve as liaison between customers, staff, City officials, and other agencies
- Receive and respond to requests for information; directs a high volume of incoming calls and inquiries to appropriate staff
- Process public record requests including file and plan review, and written notification to architects, engineers, homeowner associations, and property owners
- Create and maintains a variety of logs and records
- Perform general administrative and clerical duties in support of the department
- Attend City Council and Commission meetings which may take place during evening and/or nigh hours, as requested.
- Perform related duties as required
Job Video Link URL: https://youtu.be/9y3YMy2qzDE?si=IZCiDrvQPYQsBwBE
Ideal Candidate
- Two years of responsible clerical or office administrative experience
- Excellent interpersonal and customer service skills to interface with internal and external customers
- Excellent computer skills including experience with Microsoft Office, experience with Laserfiche, AS400, and Naviline is preferred
- Excellent organizational skills and ability to multi-task
- Attention to detail and accuracy are essential
- Ability to meet deadlines as prescribed by law
- Ability to work very effectively with many people inside and outside the City organization
- A minimum of a High School Diploma or equivalent, a college degree is preferred
- A valid Class C California driver’s license
CORE COMPETENCIES
- Strategic Thinker
- Accountable
- Customer Focused
- Results Oriented
- Planner and Organizer
- Flexible and Adaptable
- Technically Knowledgeable
DISASTER SERVICE WORKER
Pursuant to California Government Code Section 3100, all public employees are required to serve as disaster service workers subject to such disaster service activities as may be assigned to them by their supervisors or by law.
Special Instructions
FILING DEADLINE: This position will remain open until filled.
FIRST REVIEW The first review of applicants will take place on Monday, July 8, 2024.
Job Type: Full-time
Pay: $26.19 - $35.09 per hour
Benefits:
- Dental insurance
- Flexible spending account
- Health insurance
- Life insurance
- Paid time off
- Retirement plan
- Tuition reimbursement
- Vision insurance
Schedule:
Ability to Commute:
- Thousand Oaks, CA 91362 (Required)
Ability to Relocate:
- Thousand Oaks, CA 91362: Relocate before starting work (Required)
Work Location: In person