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Program Supervisor
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Records Management Specialist / Senior Records Management Specialist

Mesa Water District -
Costa Mesa, CA

Apply Now

Job Details

Full-time
$12,000 a month

Benefits

Disability insurance
Dependent care reimbursement
Dental insurance
Flexible spending account
Tuition reimbursement
Vision insurance
Life insurance

Qualifications

Confidential information handling
Spreadsheets
Providing information to customers
Employee relationship building
English
Computer skills

Full Job Description

Description

Records Management Specialist
$43.65 - $60.18 hourly
$90,792.00 - $125,174.40 annually

Senior Records Management Specialist
$50.62 - $69.78 hourly
$105,289.60 - $145,142.40 annually

Mesa Water District (Mesa Water) is now accepting applications for a Records Management Specialist / Senior Records Management Specialist in the Administrative Services Department. This position administers our District's records management programs, coordinates responses to public records requests, and ensures compliance with the California Public Records Act.

What We're Looking For:

Experience managing a records management program for a public sector agency.
Experience responding to public records requests.
Project Management: Ensures projects are on-time, on-budget, and achieve objectives.
Legal & Regulatory Navigation: Interprets and ensures compliance with records retention laws and the CA Public Records Act.
Fact Finding: Obtains facts and data pertaining to an issue.
Analyzing & Interpreting Data: Draws meaning and conclusions from quantitative or qualitative data.
Decision Making: Choosing optimal course of action in a timely manner.
Attention to Detail: Shows a high level of care and thoroughness in handling the details of the work.
Self-Management: Shows personal organization, self-discipline, and dependability.
Reading Comprehension: When using written material, readily locates relevant details.
Writing: Presents information clearly and in an organized and cogent manner.
Using Technology: Finds ways to apply technology to tasks to increase speed, quality, or create new capabilities.

This recruitment is open on a continuous basis until filled. Interested candidates must submit applications by the initial application review deadline of Monday, June 29, 2026. Qualified candidates will move on to a selection process that will consist of skills assessments and interview panels. The final candidate will be required to go through a pre-employment process that will consist of reference checks, livescan DOJ background check, and a pre-employment physical. If you have any questions about the recruitment, please feel free to reach out to Miguel Serna at [email protected].

About Our District

Mesa Water is a retail water agency that provides 16,000 acre-feet per year (AFY) of domestic water and 1,100 AFY of recycled water to 110,000 customers in an 18-square mile area covering the City of Costa Mesa, parts of Newport Beach, and the John Wayne Airport. Mesa Water uses 100% groundwater supplies to meet its customers' demands with 317 miles of pipeline, seven domestic groundwater wells, three reservoirs, five imported back-up water supply connections, and an advanced membrane treatment facility. Mesa Water is an AAA-rated special district that is rated as one of Orange County's most efficient water agency and has a competitive compensation and benefit package. For more information, please visit our website, www.mesawater.org.

Example of Duties

Records Management Specialist: This is the journey level classification that is responsible for independently performing para-professional duties in support of the District-wide records management program to ensure compliance with all legal requirements. Positions at this level exercise judgment and initiative in their assigned tasks, receive only occasional instruction or assistance as new or unusual situations arise and are fully aware of the operating procedures and policies of the work unit.

Senior Records Management Specialist: This is the advanced-level classification in the Records Management Specialist series. The Senior Records Management Specialist has primary responsibility for the on-going development, implementation, and enhancement of the District-wide records management program to ensure compliance with all legal requirements. Work is exercised with independent initiative, discretion, and judgment in matters related to work procedures and methods. Incumbents are expected to perform a full range of duties with minimal instruction or assistance. Work requires collaboration, creativity, diplomacy, resourcefulness, and autonomy to accomplish goals and objectives. This class is distinguished from the Records Management Specialist in that the former is not expected to function at the same skill level as the Senior Records Management Specialist and exercises less independent discretion and judgment.

Minimum & Desired Qualifications

Develops, implements, and administers the District’s records management program in accordance with all legal requirements and policies and procedures adopted by the Board of Directors; researches and participates in the development and implementation of records retention schedule, policies, and procedures; provides records-related assistance and consultation to staff.
Identifies, classifies, manages, and controls District records and information needs; coordinates disposition and storage of records including archives and historical documentation protection, preservation, and destruction; utilizes spreadsheets, databases, and/or software for maintaining information related to active, inactive, and destroyed records.
Manages the offsite storage vendor account, including records transfers, retrieval, and destruction activities.
Prepares and coordinates the destruction of District records.
Receives, reviews and monitors Public Records Act requests; justifies any non-disclosure and/or ensures redaction of any portions that are exempt for disclosure from the mandate of the Public Records Act; provides assistance to the public by helping them identify records and information relevant to the request; ensures timely response to all requests and communicates in writing with the requestor.
Conducts records audits, surveys and inventories to ensure compliance with the District’s adopted Records Retention Schedule; works with staff, legal counsel, and consultants to update/amend the Records Retention Schedule, when needed.
Develops, maintains, and updates records management related policies and procedures; works with staff to develop and implement processes to fully comply with all legal and records management requirements; assists in evaluating and recommending appropriate solutions to records management issues and problems.
Analyzes both paper and electronic record keeping systems and recommends improvements; implements new systems and the use of emerging technologies and imaging systems.
Coordinates filings to the California Fair Political Practices Commission (FPPC), such as Statement of Economic Interests (conflict of Interest) forms, Campaign Disclosure Statements for the Board of Directors and agency filers and other FPPC filings for the District as applicable; works with legal counsel to update/amend the Conflict-of-Interest Code resolution on a biennial basis.
Completes and files Secretary of the State filings for the District and its Corporation.
Provides staff support in the preparation, review, approval, and distribution of all District and departmental policies and procedures.
May assist with Board and governance-related functions, including the preparation of resolutions, ordinances, proclamations, staff reports, public hearing notices, and other official documents; ensures notices and related materials are posted, published, and maintained in accordance with legal and regulatory requirements.
Develops, implements, and provides District-wide training sessions on administrative and records management related topics, policies and procedures; conducts research and compiles a variety of information, as requested, by staff or other agencies; attends and participates in professional group meetings and conferences.
Performs a variety of general administrative support duties as required.
Develops and monitors assigned budget account.
Performs related duties as required.

Supplemental Information

Records Management Specialist

Equivalent to the completion of the twelfth grade. An associate degree is desirable.
Three (3) years of progressively responsible records management experience, preferably in a public-sector agency.

Senior Records Management Specialist

Equivalent to a bachelor’s degree from an accredited college or university with major course work in business administration, public administration, or a related field.
Five (5) years of progressively responsible records management experience, preferably in a public-sector agency.

Certifications and Licenses:

Certification as a Certified Records Manager (CRM) is highly desirable.

Knowledge:

Operations, services, and activities of a records management program; records management principles, practices, methods, and techniques; District functions; methods, techniques, and principles used in the preservation and maintenance of various materials; procedures and legal requirements necessary to maintain, archive, preserve, and protect records; principles, practices, and procedures of automated and manual records management, retrieval, and storage including micrographics, electronic imaging, automated information retrieval systems, and computer systems related to maintaining records.
Principles and practices of file indexing and file systems; principles and practices used in the development of records retention schedules; electronic records issues and emerging technology solutions; principles and practices of archiving.
Pertinent federal, state, and local laws, codes, and regulations including those relating to retention requirements for a wide variety of documents.
Principles of business letter writing and basic report preparation.
Principles and techniques for working with groups and fostering effective team interaction to ensure teamwork is conducted smoothly.
Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and District staff.
The structure and content of the English language, including the meaning and spelling of words, rules of composition and grammar.
Modern equipment and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed.

Abilities:

Coordinate the District-wide records management program; recommend and implement goals, objectives, policies, and procedures for providing District-wide records management functions.
Analyze records management problems, reach sound conclusions, and recommend improved procedures, equipment and facilities, exercise sound, independent judgment within established guidelines; stay abreast of new technologies used to automate records systems.
Code, file, and retrieve a wide variety of materials under a complex, comprehensive records management system; provide information and organize material in compliance with laws, regulations, and policies.
Prepare clear, concise, and comprehensive reports.
Maintain sensitive and confidential information.
Understand, interpret, and apply all pertinent laws, codes, regulations, policies and procedures, and standards relevant to work performed.
Effectively represent the department and District in meetings with governmental agencies; community groups; various business, professional, and regulatory organizations; and in meetings with individuals.
Independently organize work, set priorities, meet critical deadlines, and follow-up on assignments.
Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines.
Effectively use computer systems, software applications, and modern business equipment to perform a variety of work tasks.
Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.
Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.

Holidays – Mesa Water provides full-time employees with 107 holiday hours per year, comprised of twelve observed holidays (96 hours) and (11) floating holiday hours.

Vacation – Employees accrue between eighty-eight (88) and one hundred and sixty (160) hours annually, depending on tenure. Accrued time is available to use after six months.

Sick Leave – Employees accrue ninety-six (96) hours per year, with no maximum accrual cap.

Retirement – Mesa Water employees participate in CalPERS retirement.

Effective January 1, 2013, newly hired employees who are new CalPERS members, as defined by the Public Employees' Pension Reform Act of 2013 (PEPRA), will be enrolled in the CalPERS 2% at age 62 defined benefit plan with a three-year final compensation in accordance with PEPRA. New members will be required to pay 8.25% of pension reportable salary as their full share of their member contribution.

An employee who is a "classic" member of CalPERS or a current member of another California public retirement system who is hired on or after January 1, 2013, will be enrolled in the CalPERS 2% @ 55 benefit formula with one-year final compensation. Effective 1/6/17, employees pay 7.0% of the employee contribution to CalPERS.

The District participates in Social Security. Please contact Human Resources if you have more questions.

Cafeteria Plan Benefits – Employees receive a $2,400 “Flex Credit” allocation per month to be used towards health benefits including medical, dental and vision. Flex credits not used towards benefits may be taken as additional taxable non-“Persable” income.

Deferred Compensation – A voluntary Deferred Compensation Plan (Section 457) is available to employees through Empower Retirement. Eligible employees may receive dollar for dollar employer match up to 3.5% of salary per calendar year.

Flexible Spending Account (FSA) – Employees may participate in either or both of Mesa Water's Section 125 plan flexible spending accounts: Dependent Care Reimbursement (eligible upon hire) and Medical Expense Reimbursement (after one-year).

Life Insurance – Full-time employees are covered by $200,000 in group term life insurance paid by District (benefit decreases at age 65).

Long Term Disability (LTD) – Full-time employees receive District-paid LTD insurance coverage equal to 2/3 of salary ($12,000 maximum monthly benefit) after a 90-day waiting period.

Short-Term Disability – The District participates in State Disability Insurance (SDI).

Automobile Allowance – Management employees receive an Automobile Allowance per month.

9/80 Work Schedule – Employees are offered a 9/80 work schedule with every other Friday off.

Tuition Reimbursement and Educational Incentives

Salary Increases – Based on performance, new Mesa Water employees are eligible for merit step increases at 6-months and 12-months, and annually thereafter.

Apply Now

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