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City of Torrance
Class Code: 1125

Class Designation: Civil Service

May 2015
(Re-titled/Revised)

Representation Unit: Torrance Professional &
Supervisory Assoc.

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Records Management Supervisor

Definition

Under general direction, plans, organizes and oversees the city-wide records management program and document imaging system; and performs related work as required.

Distinguishing Characteristics

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 the Administrative Assistant and Office Assistant in that the Records Management Supervisor 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.

Supervision Exercised/Received

Receives general direction from the Deputy City Clerk.  Exercises direct supervision over assigned office support positions.

Examples of Job Duties

  • Plans, organizes and oversees the city-wide records management program and document imaging system;
  • Coordinates records retention, off-site retrieval of records, and destruction of records with city departments, in accordance with legal requirements and records management policies and procedures;
  • Responds to complex and difficult requests including Public Records Act requests and requests of a sensitive and confidential nature, such as subpoenas;
  • Directs and supervises records and imaging activities;
  • Trains department staff in software use, retrieval procedures,  and records management policies and procedures;
  • Monitors expiration dates of ongoing documents;
  • Coordinates municipal code codification of all adopted ordinances, procedures for recordation, and processing of deeds, easements, and charter amendments;
  • Makes recommendations for records management policies, procedures and systems to improve operations and ensure compliance with new and existing laws;
  • Responds to non-routine questions and information requests;
  • Assists with elections, agenda preparation, and notary duties;
  • Conducts research and completes administrative reports;
  • Conducts regular performance evaluations of personnel; gives frequent and specific feedback about personnel performance;
  • Assists in budget planning for records management program;
  • Assists the Deputy City Clerk with daily operations and performs office duties as necessary.
  • Examples of Other Duties
     
    The following duties represent duties that are generally performed by this position, but are not considered to be principal job duties:

  • Attends City Council and Commission meetings, as requested;
  • Attends department meetings, as required;
  • Serves on various committees, as appropriate;
  • Performs related duties as required.
  • Minimum Qualification

    Knowledge of:
  • Principles of records management, organization and administration; 
  • Modern office procedures, document preparation for optical scanning of records;
  • Legal requirements of local, state and federal laws relating to records retention and destruction;
  • Computer software used in records management;
  • Effective supervisory techniques;
  • Customer service principles and practices;
  • Comprehensive understanding of department functions, devices, policies, practices and procedures;
  • Principles of project leadership/coordination;
  • Principles of business letter writing and basic report preparation;
  • Uses of automated data or word processing equipment utilized in records systems;
  • City ordinances and administrative rules and regulations affecting departmental operations and personnel matters;
  • Applicable local, State and Federal regulations;
  • City policies and procedures affecting departmental operations;
  • General City operations.
  • Ability to:
  • Analyze, Identify and correct problems in records management;
  • Design and develop accurate record keeping systems;
  • Work independently and follow through on assignments to ensure accuracy;
  • Deal constructively with conflict and develop effective resolutions;
  • Manage multiple tasks, as well as determine priorities and adjust work schedule accordingly;
  • Communicate effectively with, and respond to, a demanding and diverse public in answering questions, policies, and handling complaints;
  • Act independently, exercise sound judgment within established guidelines and maintain confidentiality;
  • Collect and compile information and data;
  • Perform word processing and spreadsheet applications;
  • Use proper English grammar and spell correctly;
  • Communicate effectively both orally and in writing;
  • Plan, organize, prioritize, train, monitor and evaluate the work of subordinates;
  • Plan and organize information in a manner that facilitates understanding by employees and the public;
  • Prepare and edit reports;
  • Maintain a friendly and pleasant attitude and deal tactfully, politely and effectively with Council members, Commissioners, senior staff, employees, retirees and the general public;
  • Lift and carry moderate to heavy objects;
  • Compose, compile and maintain correspondence, special studies, statistical analyses, and reports;
  • Understand and carry out oral and written directions;
  • Establish and maintain effective working relationships with subordinates, coworkers, management, other city employees, public officials, employees from other agencies, and the general public;
  • Operate modern office equipment, computers and software applications;
  • Implement and adhere to City and department rules, regulations and policies that govern assigned services and operations;
  • Learn and utilize new skills and information to improve job performance and efficiency.
  • Licenses and Certifications

    A valid Notary Public License must be obtained prior to the completion of the probationary period and maintained thereafter.
    Designation as a Certified Municipal Clerk (CMC) and/or Certified Records Manager (CRM) is highly desirable.

    Education/Experience/Training
     Any combination of education and experience that provides the knowledge and skills required is qualifying. A typical way to obtain the knowledge and skills would be:

    Graduation from an accredited college or university with a bachelor's degree in public administration, business administration, or a related field and three years of increasingly responsible experience coordinating a comprehensive records management  program involving the maintenance, retention and disposition of a wide variety of records.
    One year of experience in a supervisory or lead capacity is preferred.

    Special Requirements
     
    Performance of the essential duties of this position includes the following physical demands and/or working conditions:

    Job duties are generally performed in a normal office environment.  While performing the job duties employee is regularly required to sit, use hands to keyboard, type, or handle materials, and talk or hear. The employee is occasionally required to stand and walk. The employee is regularly required to lift, carry, push or pull up to 50 pounds with or without assistance and with or without the use of devices or equipment used to aid the lifting process. While performing the duties of this job, the noise level in the work environment is usually quiet..