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City of Torrance
Class Code: 1125

Class Designation: Civil Service

August 1995
(Revised)

Representation Unit: Torrance Professional &
Supervisory Assoc.

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Records Management Coordinator

Definition

Under general supervision, the Records Management Coordinator is responsible for maintaining centralized City records in the City Clerk's Office and for supervising the work of employees engaged in processing records; performs a variety of difficult clerical tasks; and does related work as required.

Distinguishing Characteristics

Reports to the Deputy City Clerk and is distinguished from the Deputy City Clerk in that the incumbent is not responsible for managing the daily office functions of the City Clerk's Office. Distinguished from Secretary and Typist Clerk in that the Records Management Coordinator has overall responsibility for the management and maintenance of centralized City records. Distinguished from the Police Records Supervisor in that the incumbent is not responsible for records maintained within the Records Division of the Police Department.

Examples of Job Duties

  • Establishes, maintains, and updates complex computerized data base programs and manual filing systems for centralized City records;
  • Establishes procedures for data entry, for data integrity and for indexing, tracking and retrieving records; receives, indexes, enters, stores, retrieves, films, and destroys records in keeping with City policies, State and Federal requirements; maintains vital records program, and updates and maintains records retention program;
  • Prioritizes work; supervises, trains and works with subordinate staff in maintaining records, and keeps records of work performed;
  • Provides documents, records and information to City personnel and the general public, and researches requested information as necessary;
  • Works with and advises departments on the proper procedures for preserving, storing, retrieving, retaining, and destroying records in accordance with established policies;
  • Diagnoses and resolves computerized filing system problems through consultation with the appropriate City contacts and outside vendors;
  • Designs, maintains, and updates storage areas to insure the most effective use of space; coordinates the installation, modification and updating of computerized record systems;
  • Operates document imaging equipment, microfilm reader/printers, loadlifters, computers and printers; coordinates microfilming of records by vendors and other work related to records maintenance;
  • Develops procedures and standards for the archiving and retention of historical records and documents.
  • Assists the Deputy City Clerk with daily operations and performs office duties as necessary.
  • Minimum Qualification

    Knowledge of
  • Filing methods, systems and equipment used in storing, retrieving and updating City records;
  • Word processing and data base management programs currently in use by the City;
  • Office practices, procedures and clerical techniques involved in indexing, filing, filming and destroying records and documents;
  • Current document imaging technology;
  • Procedures and requirements for archiving municipal records;
  • Personal computer systems and applicable software programs;
  • Business correspondence, English grammar, vocabulary and spelling.
  • Ability to
  • Design, evaluate, maintain, modify and update the City record system and storage area;
  • Maintain comprehensive computerized and manual filing systems within prescribed standards;
  • Perform difficult filing and clerical work requiring independent work and good judgment;
  • Maintain confidentiality of records, files and documents;
  • Supervise, train, and work with clerical support staff;
  • Communicate effectively both orally and in writing;
  • Read and summarize legislative actions in City Council minutes;
  • Establish and maintain effective working relationships with fellow employees, City officials, civic organizations, outside contractors, vendors, and the general public;
  • Follow oral and written instructions;
  • Operate a personal computer and document imaging equipment;
  • Type accurately and neatly at 40 words per minute;
  • Physically perform duties requiring repeated bending and stooping, lifting and carrying moderate to heavy objects.
  • Education/Experience/Training

    Three years of increasingly responsible records management experience or administrative experience involving filing systems. Coursework in records management and computerized filing systems is preferred. Designation as a Certified Records Manager (CRM) is desirable.

    Special Requirements

    Possession of a valid Class C California Driver's License.