RECORDS MANAGEMENT SPECIALIST I/II

Santa Clara Valley Water District - San Jose, CA (30+ days ago)4.0


Description
We find our records and photos spanning the last 100 years fascinating - bet you will too. If you are good at organizing and storing records keep reading...we need your help!

Unit
: Records and Library Services
Division: Office of the Clerk of the Board
Position Code: 0988 Salary: Based on a seven-step salary plan. Pre-tax payroll deductions toward CalPERS contributions are required of all employees.
Records Management Specialist I monthly salary: $4,948.67 - $6,330.14
Records Management Specialist II monthly salary: $5,461.74 - $6,987.07


NOTE: Normal business hours are Monday-Friday; 8:00am-5:00pm. The Santa Clara Valley Water District offers a variety of work schedules suited to accommodate the business needs of the organization. For more information on the Santa Clara Valley Water District's Flexible Work Schedule Program visit https://www.valleywater.org/benefits

The supplemental questions should be answered thoroughly, clearly and concisely as the responses provided (along with the entire application package) will be carefully reviewed to determine which candidates will move forward in the recruitment process.

Duties:
The Santa Clara Valley Water District manages an integrated water resources system that includes the supply of water, flood protection, and environmental stewardship of streams in Santa Clara County. The district manages 10 dams and reservoirs, three water treatment plants, an advanced recycled water purification center, a water quality laboratory, and provides groundwater recharge to the aquifer.
The District's Records Management Center and Library provides storage and access for records and reference materials covering approximately 100 years of District history, and related water resources information to District staff, and members of the public. The Records Management Center is seeking a Records Management Specialist to take care of records collections, support District staff in submitting well-organized and well-labeled records for long term storage and perform research in various collections to help customers locate records relevant to their information needs.

Key Responsibilities include but are not limited to:
  • Indexing records and performing data entry, preparing records for storage, and moving containers of records to storage locations.
  • Assisting customers to research records and providing physical file review appointments or electronic delivery.
  • Ensuring materials are checked in/out of collections appropriately, and re-filing materials.
  • Preserving hardcopy materials per archival principles and techniques.
  • Maintaining security and confidentiality of records.
  • Reproducing or digitizing physical and electronic records.
  • Verifying disposition eligibility of records prior to implementing disposition actions.
Ideal Candidate Criteria
Ideal Experience:
  • Three (3) years of experience in a records management function involving responsibility for the indexing, scanning, converting, storing, retrieving, and destroying of records in a variety of media formats.
  • Work experience taking care of records collections, performing data entry and data quality assurance, organizing and preparing records for long term storage, and performing research to locate information for customers.
  • Experience developing cost estimates, make recommendations for process improvements, prepare project plans, implement approved recommendations.
  • Provide training to District employees and outreach to ensure effective implementation of changes.
Ideal Abilities and Skills:
  • Practical and effective ideas for efficiently improving methods for storing and managing records.
  • Ability to work well with everyone at all levels of the organization.
  • Have a commitment to public service and be interested in pursuing professional development in this field.
  • Effective communication (both verbal and written).
Ideal Knowledge:
  • Records management best practices.
  • Records management vocabulary including classifications, thesauri, and taxonomies.
  • Principles for establishing, digitizing, or migrating a filing/records storage system.
  • Generally accepted recordkeeping principles.

Typical Qualifications

Experience:
Records Management Specialist I

Three (3) years of general administrative or office support experience.
Records Management Specialist II
Three (3) years of experience in a records management function involving responsibility for the indexing, scanning, converting, storing, retrieving, and destroying of records in a variety of media formats.

Training:
Equivalent to the completion of the twelfth grade.

Special Requirement:
Possession of, or ability to obtain, an appropriate, valid California driver's license is required. Individuals who do not meet the driver's license requirement due to a disability will be considered for a reasonable accommodation on a case-by-case basis.

To review the Classification Specification, please click here (Download PDF reader)

Selection Process

(1) The selection process may include one or more of the following: application review, application assessment, performance test, written test and/or oral interview examination.
(2) The Employment Application, Qualifying Information Questions and/or Supplemental Questions will be evaluated for minimum qualifications. Resumes are recommended.

NOTE: Position and start date is subject to availability of funds. The District retains the right to repost this position as deemed necessary.
Consideration may be given to existing applicant pools within the same classification.

The District's Equal Opportunity Non-Discrimination Policy is available for review upon request.

The Santa Clara Valley Water District will make reasonable efforts in the examination process to accommodate persons with disabilities. Please advise Human Resources in advance of any special needs by calling 1-408-630-2260.

Please be aware that once submitted all application materials become the property of the District and will not be returned. Human Resources staff is not authorized to make copies of application materials for applicants.