Records Management Specialist

OPEN UNTIL FILLED

Led by a Board of Directors made up of elected officials from each of the 24 cities and towns and the five county supervisorial districts, San Bernardino County Transportation Authority (SBCTA) staff is focused primarily on freeway, interchange, and transit enhancements to the region that first and foremost benefit the taxpayer of San Bernardino County.  Coupling that effort with various non-transportation related objectives from the Council of Governments role of the agency brings the mission of providing quality of life improvements to the residents, business operators, and commuters of our region to the forefront.

For more than four decades, SBCTA (previously known as SANBAG) has taken pride in delivering on its commitment to the voters through the implementation of Measure I.  This half-cent sales tax that generates transportation dollars that are from the region and for the region is a critical element in the agency's goal to keep people and goods moving effectively.  SBCTA calls the historic San Bernardino Santa Fe Depot home.  Our headquarters not only positions the agency in the heart of the county, but is symbolic of our longstanding commitment to transportation.

Under general supervision, performs a variety of administrative and specialized duties in support of SBCTA?s records management program; identifies, classifies, manages, and controls records and documents; administers and maintains SBCTA?s document management system; guides and assists staff in ensuring adherence to records retention schedules, policies, and procedures; and performs related duties as assigned.

SUPERVISION RECEIVED AND EXERCISED

Receives general supervision from the Clerk of the Board / Administrative Manager. Exercises no supervision over staff.

CLASS CHARACTERISTICS

This is a single-position, journey-level class specialized in records management and responsible for the coordination and maintenance of SBCTA?s official records. Positions at this level perform the full range of records management duties, work independently, and exercise judgment and initiative. Positions at this level 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.

Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.

• Performs a variety of administrative and specialized duties involved in the development, implementation, and administration of SBCTA?s electronic records management program in accordance with legal requirements and records management policies and procedures adopted by SBCTA.
• Assists in developing and coordinating records management program processes and workflows; assists in developing and standardizing records management procedures and methods to continuously monitor the efficiency and effectiveness of services provided; identifies and recommends improvements in records management workflows, procedures, standards, and forms to assigned supervisor.
• Prepares and reviews documents for imaging into the electronic document management system; scan documents; reviews scanned documents for accuracy, formatting, legibility, and appropriate identification; adds metadata to entries for reporting purposes; notifies appropriate staff on document availability and accessibility.
• Works with staff to identify, classify, manage, and control records and information needs; coordinates disposition and offsite storage of records including archives and historical documentation protection, preservation, and destruction; runs reports to ensure inventory is accurately maintained; participates in records audits.
• Serves as subject matter expert on electronic document management system, including creating and maintaining reports, templates, workflows, and other system processes; participates in creating business processes to facilitate records retention and document management.
• Researches, verifies, and reviews records, reports, contracts, and other documents for completeness and to ensure final versions are retained.
• Assists with receiving public records requests; works with appropriate staff to respond to requests; prepares responses in compliance with Public Records Act requirements.
• Prepares and generates a variety of reports to maintain and ensure compliance with records retention schedules, policies, and procedures, including archiving and destructing files.
• Performs a variety of office support duties such as scheduling and coordinating meetings, conferences, facility reservations, and trainings; opening, scanning, and distributing mail; and receiving calls and visitors and directing to appropriate staff.
• Performs other duties as assigned.

Knowledge of :

Ability to :

Education and Experience :

Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying.  A typical way to obtain the required qualifications would be :

Equivalent to the completion of the twelfth (12

th

) grade and three (3) years of data and / or records management experience including indexing, scanning, converting, storing, retrieving, and destroying records in a variety of media formats.

Licenses and Certifications :

Physical Demands

Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; operates a motor vehicle and visit various SBCTA sites; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone. This is primarily a sedentary office classification although standing in work areas and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects up to 25 pounds.

Environmental Conditions

Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and / or public and private representatives in interpreting and enforcing policies and procedures.

Please see job description

PI278637810

Please see job description