Records Clerk Jobs

Description And Essential Functions
Connected by Amazing Employees
The City of Murrieta is accepting applications for two (2) Full-time Temporary Records Clerk positions not to exceed (NTE) two (2) years in our City Clerk Division. The eligibility list established may be used to fill upcoming vacancies within this classification for up to one (1) year.
DEFINITION
Under general supervision, performs scanning and indexing functions to update and maintain Citywide electronic records archives, systems, and databases. Ensures the comprehensive accuracy and clarity of imaging and archiving activities of City documents. Provides assistance to other departments and the public regarding records; and performs related work as required.
SUPERVISION RECEIVED AND EXERCISED
Receives direction from the City Clerk and other management staff. Exercises no direct supervision over staff.
CLASS CHARACTERISTICS
This classification is responsible for performing journey-level municipal clerk support assignments. As experience is gained, incumbents perform the full range of municipal clerk support services required while only receiving general instructions and using a high degree of independent judgment. Work is typically reviewed upon completion for soundness, appropriateness, and conformity to policy and requirements.
Essential Functions

• Provides support with the destruction of all records and files in accordance with all applicable laws, statutes, and regulations
• May serve as receptionist
• Files correspondence, reports, records, and materials according to appropriate departmental guidelines
• Performs other duties as assigned
• Operates, maintains, and troubleshoots problems with the optical imaging program to scan and import City records and documentation into City databases and archive systems; act as the liaison/support person for optical imaging software updates
• Reviews scanned images for accuracy and clarity to avoid duplication of information and ensure the accuracy of data
• Receives, sorts, and distributes mail to departments
• Maintains and verifies the accuracy of various departmental records management systems and databases
• Answers questions from and provides copies of City documents to City staff and the public; conducts research and retrieves information and documents
• Prepares documents for optical imaging; determines proper classification and storage of records; determines indexing criteria

Minimum Qualifications
MINIMUM QUALIFICATIONS
Education & 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:

• High School Diploma or equivalent (GED)
• One (1) year of responsible administrative support experience, which included frequent public contact and records management duties

PREFERRED EXPERIENCE

• Experience with municipal records management or the CaliforniaPublic Records Act is highly desirable

LICENSES AND CERTIFICATIONS

• Possession of or ability to obtain and maintain a valid California Driver's License or other means that would allow for the ability to commute to meetings, conduct site visits, and attend other special events throughout the county may be required at the time of hire

Knowledge, Skills and Abilities / Physical Demands and Environmental Conditions
KNOWLEDGE OF

• English usage, spelling, grammar, and punctuation
• Legal aspects of records retention
• Modern office procedures, practices, and equipment
• Principles and practices of records management technology, including optical imaging software
• Basic mathematical skills
• Procedures for storage, retrieval, and destruction of legal or official documents or records
• Customer service principles and effective public relations skills

ABILITY TO

• Utilize computer systems, software, and applicable applications
• Communicate clearly and concisely, both orally and in writing
• Establish and maintain effective working relations
• Safely lift and carry objects weighing up to 25 pounds
• Assist staff in records management procedures
• Maintain current, accurate records
• Maintain strict confidence
• Use basic mathematic, written, and oral skills effectively
• Operate a variety of modern office equipment and operate imaging equipment

PHYSICAL DEMANDS
Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; vision to read printed materials and a computer screen; color vision to view a color-coded filing system; and hearing and speech to communicate in person and over the telephone. This is primarily a sedentary office classification, although standing 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 weighing 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 occasionally operate a motor vehicle to visit various City and meeting sites. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.
Supplemental Information
APPLICATION PROCEDURE
A City application form and resume must be submitted online. Applicants can apply online at www.MurrietaCA.gov .
SELECTION PROCESS
Candidates must clearly demonstrate through their application materials that they meet the employment standards outlined above. All properly completed applications will be reviewed, and the most appropriately qualified individuals will be invited to continue in the selection process. Examinations for the position may consist of any combination of appraisal interviews, performance tests, and writing exercises to evaluate the applicant's skill, training, and experience for the position. Successful applicants will be placed on an eligibility list. The City may also merge lists. The selected candidate(s) must successfully complete pre-employment clearances, which include a pre-hire physical and Live Scan background investigation.
EQUAL EMPLOYMENT OPPORTUNITY
The City of Murrieta is committed to providing equal employment opportunities to all employees and applicants for employment. All employment practices such as recruitment, selection, and promotions are administered in a manner designed to ensure that employees and applicants for employment are not subjected to discrimination on the basis of race, color, religion, sex, sexual orientation, national origin, age (over 40), marital or veteran status, genetic information, gender identity, gender expression, medical condition, disability, or any other basis that is inconsistent with federal, state or local laws.
THE COMMUNITY
Located just north of San Diego County, the city of Murrieta is home to approximately 116,000 people. Central to all of Southern California, residents of Murrieta live in one of the safest cities in the U.S. With top-ranked schools, 52 parks, and 1,300 acres of trails, it is consistently ranked the top place to live in Southwest Riverside County. Murrieta has a dynamic business environment, an educated population, and a high median income. All of these attributes support the exceptional quality of life residents enjoy and the engaged and connected community that sets Murrieta apart from the rest.
THE CITY OF MURRIETA ORGANIZATIONAL VALUES
Integrity
We are ethical, honest, and fair in all we do.
Public Service
We deliver responsive and caring service to our community, customers, colleagues, and region.
Professionalism
We exemplify professionalism through our knowledge, accountability, initiative, and dedication.
Teamwork
We thrive in a positive work environment noted for collaboration, support, diversity, and balance .
Leadership
We demonstrate leadership, guide stewardship of resources, and cultivate a vision for the future .
MURRIETA GENERAL EMPLOYEES ASSOCIATION
The following is a summary of the provided benefits to full-time employees in the represented unit. For further information, please refer to the unit's Salary Resolution or Memorandum of Understanding .

• Tier 1 (Classic Members hired prior to 12/30/2012)
• Formula: 2.7% at 55
• Final Compensation: Highest twelve (12) consecutive month period
• Member Contribution: 8.0% of compensation
• RETIREMENT : The City participates inthe California Public Employees' Retirement System (CalPERS).

Tier 2 (Classic Members hired on or after 12/30/2012)

• Formula: 2.0% at 60
• Final Compensation: Highest thirty-six (36) consecutive month period
• Member Contribution: 7.0% of compensation

Tier 3 (New Members)

• Final Compensation: Highest thirty-six (36) consecutive month period
• Formula: 2.0% at 62
• Member Contribution: 50% of normal cost (currently 6.5% of compensation)

MEDICAL INSURANCE : The City contributes up to $1,611.16 per month toward medical insurance for employees and their eligible dependents. RETIREE MEDICAL INSURANCE : Please refer to the unit's Memorandum of Understanding for details. DENTAL INSURANCE : The City pays for 100% of the premium for the employee and their eligible dependents. VISION INSURANCE : The City pays for 100% of the premium for the employee and their eligible dependents. LIFE INSURANCE : The City pays for 100% of the premium for a $50,000 life insurance policy. Additional life insurance is available. SHORT-TERM DISABILITY INSURANCE: The City pays for 100% of the premium for the employee. LONG-TERM DISABILITY INSURANCE : The City pays for 100% of the premium for the employee. DEFERRED COMPENSATION : Employees are eligible to participate in a deferred compensation plan through Nationwide Retirement Solutions and/orICMA-RC. The City shall contribute a matching amount not to exceed $1,600 per year. BILINGUAL PAY INCENTIVE : 2.5% of base pay for eligible members of the association who are fluent in the Spanish language.
Note: The provisions of this summary do not constitute an expressed or implied contract. Any provision contained in this summary may be modified or revoked without notice. The types and levels of employee benefits provided, including City contributions toward benefit costs, are subject to change as a result of periodic contract negotiations between the recognized employee association and the City of Murrieta.
01
The information provided in your application must support your selected answers in the supplemental questions. The information you provide will be verified and documentation may be required. Please be as honest and accurate as possible. You may be asked to demonstrate your knowledge and skills in a work sample or during an interview. By completing this supplemental questionnaire, you are attesting that the information you have provided is accurate. Any misstatements, omissions, or falsification of information may eliminate you from consideration or result in dismissal. Responses such as, "see resume" or "see application" will result in rejection of your application. Proof of education is required.

• No, I do not agree
• Yes, I understand and agree

02
Please select your highest level of education.

• I do not have a high school diploma or equivalent.
• Doctorate Degree
• Associate's Degree
• High School Diploma or Equivalent
• Bachelor's Degree
• Master's Degree

03
This position requires one (1) year of responsible administrative support experience, which included frequent public contact and records management duties How many years of experience do you possess, as described above?

• More than three years
• More than two, but less than three years
• More than one, but less than two years
• Less than one year

04
Do you have any experience with municipal records management or the California Public Records Act?

• Yes
• No

05
If you answered "Yes" to the previous question, please describe your experience. If you answered "No" to the previous question, please indicate N/A.
Required Question
Closing Date/Time: 4/26/2023 5:00 PM Pacific