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Records Coordinator

City of Pleasanton, CA -
Pleasanton, CA

Apply Now

Job Details

Full-time
$85,280.00 - $103,646.40 a year
4 days ago

Benefits

AD&D insurance
Paid holidays
Disability insurance
Health insurance
Dental insurance
Flexible spending account
Employee assistance program
Vision insurance
Life insurance
Paid sick time

Qualifications

Program development
Administrative experience
Office experience

Full Job Description

Records Coordinator

Salary

$85,280.00 - $103,646.40 Annually

Location

123 Main Street, P.O. Box 520, Pleasanton, CA

Job Type

Full-Time, Permanent

Job Number

202500047.2

Department

City Manager

Opening Date

08/17/2026

Closing Date

8/31/2026 11:59 PM Pacific

FLSA

Non-Exempt

Bargaining Unit

1000

Description
Benefits

The City of Pleasanton is seeking a detail-oriented and collaborative professional to serve in the role of Records Coordinator in the Office of the City Clerk. This position plays a vital role in maintaining the integrity, accessibility, and organization of the City’s official records, both digital and physical. The ideal candidate will bring experience in records management within a public agency environment, ensuring compliance with legal requirements and best practices for transparency and accountability. As a key member of a small, positive, and service-oriented team, you’ll help implement and improve systems that preserve the City’s official history while supporting efficient and responsive public service.

We’re Looking For Someone Who is:

Organized, methodical, and passionate about keeping information structured and accessible.
Comfortable using and learning new technology systems for records management.
Able to communicate clearly and tactfully with staff and the public.
A problem-solver who enjoys improving processes and finding efficiencies.
Dependable and self-motivated, with a strong sense of responsibility and integrity.

In This Role, You Will:

Administer the City’s records management program, ensuring compliance with retention schedules and legal requirements.
Manage the archival, organization, and destruction of physical and digital records.
Implement and maintain technology and best practices for document management systems.
Coordinate and respond to Public Records Act requests in compliance with regulations and California statutes.
Train and advise City staff on proper records handling procedures and protocols.
Collaborate with departments to develop, maintain, and refine citywide records management processes.

A Few Reasons You’ll Love Working with Us:

You’ll preserve the City’s official history and promote government transparency.
Each day brings new challenges, from handling public records requests to supporting meetings and special projects.
You’ll be part of a small, upbeat, and supportive team that values communication, flexibility, and humor.
Expand your knowledge in records management, technology systems, and public administration.
Experience the satisfaction of bringing order and clarity to complex information.
Contribute to a mission of openness, accuracy, and accountability for the Pleasanton community.

A Few Challenges You Might Face:

Managing multiple priorities in a small, fast-paced team environment where flexibility and initiative are essential.
Handling time-sensitive and sometimes complex public records requests with professionalism and accuracy.
Navigating differing departmental approaches to records management while promoting consistency and compliance.
Staying current with evolving technology systems and best practices in digital records management.
Occasionally lifting and moving boxes of records as part of archival or destruction processes.

The Ideal Candidate Will Be:

Highly organized, detail-oriented, and proactive.
Knowledgeable in municipal records management principles, laws, and best practices.
Skilled in using and administering electronic records management systems.
Adaptable and eager to learn new technologies and processes.
A clear, tactful communicator who works well with a wide range of people.
Self-motivated and resourceful, with a strong sense of ownership in their work.

For more information about the position, please refer to the job description by visiting the following link: Records Coordinator.

Minimum Qualifications

Any combination of education, experience, and training that would provide the best qualified candidates. A typical way to obtain the knowledge, skills, and abilities would be:

Education:

High School graduation or GED equivalent supplemented by specialized training in municipal records management.

Experience:

Three years of administrative experience that involves the administration, development and/or implementation of records management programs, preferably within a municipal or City Clerk’s Office.

Special Requirements:

May require possession of a valid California Class C driver’s license and a satisfactory driving record as determined by the City.

Certified Records Manager credential is highly desirable.

Administration of Public Records Act Management experience is highly desirable

Current notary or ability to become one is desired.

Ability to lift 30 pounds and above is desired.

Recruitment Process

Application: To be considered for this position, please submit your application through our online application process at www.cityofpleasantonca.gov. Click on “Job Opportunities”.

SELECTION PLAN
Applicants will be informed via email with reasonable notice in advance of any examination process which will require their attendance. The following dates aretentative and subject to change based on the need of the Agency:

TENTATIVE SELECTION PLAN

Application Filing Deadline:

11:59 p.m. Monday, August 31, 2026

Review of Minimum Qualifications:

Week of September 1, 2026

Panel Interview:

Week of September 16, 2026

WE RESERVE THE RIGHT TO MAKE CHANGES TO THE ANNOUNCED RECRUITMENT & SELECTION PLAN

Choice of One of Four Comprehensive Health Plans
Dental and Vision Coverage Plans
Life Insurance and AD&D Coverage of $35,000
11 Paid Holidays
Floating Holidays
Paid Sick Leave
Short/Long Term Disability Plans
Annual Vacation Beginning with 10 Days
Education Incentive Pay
457 Deferred Compensation Plan, City Contribution - no required employee contribution
Section 125 Flexible Spending Account
Employee Assistance Program
CalPERS Retirement

How many years of general office administrative experience do you have?

Zero to one year
One to three years
Three to five years
Five or more years

How many years of experience do you have coordinating, processing, tracking, or responding to requests under the California Public Records Act (Government Code section 7920.000 et seq.)?

Zero to one year
One to three years
Three to five years
Five or more years

What is your level of experience using an electronic document and/or records management system to classify, retain, retrieve, archive, or dispose of records?

User level – data entry and research
Administrator level – manage system settings, user permissions, and workflow
Trainer level – system implementation, creating operating procedures, policy alignment
None

Please indicate the types of records-related software systems you have experience with as either a user or administrator level (can select more than one):

Records repository
Public records
Agenda management
None of the above

Which statement best describes your experience applying records retention schedules and coordinating the archival or authorized destruction of records?

No experience
Assisted with records retention, archival, or destruction activities under direction
Independently applied established retention schedules and coordinated records disposition
Developed, updated, or implemented retention procedures or schedules
Led a citywide or agency wide records retention and disposition program

Do you currently possess any of the following credentials or qualifications?

Certified Records Manager (CRM)
Current California Notary Public commission
Both CRM and current California Notary Public commission
Neither credential, but willing and able to obtain a notary commission if required
Neither credential and not currently willing or able to obtain a notary commission

This position desires candidates with the ability to safely lift, carry, move, and/or place boxes, files, and other materials weighing up to 30 pounds, with or without reasonable accommodation. Are you able to meet this requirement?

Required Question

Employer

City of Pleasanton

Address

123 Main Street, P.O. Box 520

Pleasanton, California, 94566

Phone

925-931-5048

Website

http://www.cityofpleasantonca.gov

We’re Looking For Someone Who is:

Organized, methodical, and passionate about keeping information structured and accessible.
Comfortable using and learning new technology systems for records management.
Able to communicate clearly and tactfully with staff and the public.
A problem-solver who enjoys improving processes and finding efficiencies.
Dependable and self-motivated, with a strong sense of responsibility and integrity.

In This Role, You Will:

Administer the City’s records management program, ensuring compliance with retention schedules and legal requirements.
Manage the archival, organization, and destruction of physical and digital records.
Implement and maintain technology and best practices for document management systems.
Coordinate and respond to Public Records Act requests in compliance with regulations and California statutes.
Train and advise City staff on proper records handling procedures and protocols.
Collaborate with departments to develop, maintain, and refine citywide records management processes.

A Few Reasons You’ll Love Working with Us:

You’ll preserve the City’s official history and promote government transparency.
Each day brings new challenges, from handling public records requests to supporting meetings and special projects.
You’ll be part of a small, upbeat, and supportive team that values communication, flexibility, and humor.
Expand your knowledge in records management, technology systems, and public administration.
Experience the satisfaction of bringing order and clarity to complex information.
Contribute to a mission of openness, accuracy, and accountability for the Pleasanton community.

A Few Challenges You Might Face:

Managing multiple priorities in a small, fast-paced team environment where flexibility and initiative are essential.
Handling time-sensitive and sometimes complex public records requests with professionalism and accuracy.
Navigating differing departmental approaches to records management while promoting consistency and compliance.
Staying current with evolving technology systems and best practices in digital records management.
Occasionally lifting and moving boxes of records as part of archival or destruction processes.

The Ideal Candidate Will Be:

Highly organized, detail-oriented, and proactive.
Knowledgeable in municipal records management principles, laws, and best practices.
Skilled in using and administering electronic records management systems.
Adaptable and eager to learn new technologies and processes.
A clear, tactful communicator who works well with a wide range of people.
Self-motivated and resourceful, with a strong sense of ownership in their work.

For more information about the position, please refer to the job description by visiting the following link: Records Coordinator.

Minimum Qualifications

Any combination of education, experience, and training that would provide the best qualified candidates. A typical way to obtain the knowledge, skills, and abilities would be:

Education:

High School graduation or GED equivalent supplemented by specialized training in municipal records management.

Experience:

Three years of administrative experience that involves the administration, development and/or implementation of records management programs, preferably within a municipal or City Clerk’s Office.

Special Requirements:

May require possession of a valid California Class C driver’s license and a satisfactory driving record as determined by the City.

Certified Records Manager credential is highly desirable.

Administration of Public Records Act Management experience is highly desirable

Current notary or ability to become one is desired.

Ability to lift 30 pounds and above is desired.

Recruitment Process

Application: To be considered for this position, please submit your application through our online application process at www.cityofpleasantonca.gov.

SELECTION PLAN
Applicants will be informed via email with reasonable notice in advance of any examination process which will require their attendance. The following dates aretentative and subject to change based on the need of the Agency:

TENTATIVE SELECTION PLAN

Application Filing Deadline:

11:59 p.m. Monday, August 31, 2026

Review of Minimum Qualifications:

Week of September 1, 2026

Panel Interview:

Week of September 16, 2026

WE RESERVE THE RIGHT TO MAKE CHANGES TO THE ANNOUNCED RECRUITMENT & SELECTION PLAN

Apply Now

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