Records Coordinator (Management Analyst I)

Job Description:

Records Coordinator (Management Analyst I)

Description

Description

The City of Tustin is seeking a talented and motivated individual to join our team as a Records Coordinator, a specialty assignment within the broad job classification of Management Analyst.

The Records Coordinator is a journey level classification assigned to perform a variety of complex administrative duties in support of the City Clerk’s Office, with a focus on planning and administering the City’s comprehensive records management function. Under general supervision, this position specializes in the organization and maintenance of official City documents; implementing the City’s records retention schedule; coordinating public records requests; and assisting with the implementation and ongoing maintenance of new software relating to public records requests and records management.

The ideal candidate will have excellent oral and written communication skills and outstanding customer service skills, be extremely detail-oriented, possess strong analytical and problem-solving skills, demonstrate ethics and integrity, and have a positive attitude and a sense of humor. Prior exposure to the City Clerk’s Office is preferred, but extensive experience is not required.
To be considered for this position, please submit all of the following:

• Cover letter that highlights your qualifications and interest in this position
• Online employment application
• Supplemental Questionnaire

Selection Process:
Application materials will be carefully reviewed to identify those candidates who meet the minimum qualifications for this position. Individuals who are best qualified will be invited to continue in the selection process. The selection process may include an online assessment of basic work skills, an online video interview, a panel interview, and a job suitability assessment. Examination dates have not yet been scheduled. All candidates who pass the panel interview will earn placement on the eligible list, which may be used for current and future vacancies in the job classification.

Examples of Duties

Duties may include, but are not limited to, the following:

• Researches, analyzes and interprets data relating to departmental operations; conducts surveys; prepares related reports, including analysis of findings, alternative solutions, conclusions, and recommendations

• Conducts operational projects for assigned program areas; reviews and reports on project compliance with applicable laws and regulations; prepares and maintains records of project activity
• Provides advice and consultation in area of assignment to department management and other City staff

• Administers or implements one or more departmental services or programs

• Interprets and applies data, policies and procedures, laws, and regulations and explains them to the public and other employees; researches and responds to inquiries and citizen complaints regarding departmental operations and programs

• Administers and monitors professional services agreements and contracts for compliance with provisions

• Writes grant applications, monitors grant compliance activities, maintains related records and completes required reports

• Participates in budget development and administration; prepares assigned budgets; analyzes department budgets including the forecasting of additional funds needed for staffing, equipment, materials, and supplies; administers and monitors approved budgets

• Coordinates departmental projects, programs and studies with other City departments and external agencies and contractors; serves as departmental liaison

• Prepares a variety of technical staff reports, correspondence, and other written materials; develops charts, graphs, maps, spreadsheets, and presentations; presents findings and recommendations to management

Minimum Qualifications

A combination of education, experience, and training that has provided the necessary knowledge, skills, and abilities is required for entry into the classification. A typical combination includes :

Education and/or Experience:
Bachelor's degree in public administration, business administration or a field related to the area of assignment; and two (2) years of experience performing professional level administrative duties such as project management, program analysis, budget administration, or contact administration.

Licenses and/or Certificates:
Possession of a valid Class C California driver's license and an acceptable driving record.

Special Requirements:
Satisfactory results from a background investigation, physical examination and administrative screening. Depending on position assignment, may be required to occasionally work outside of regular work hours (e.g. evenings, holidays, and weekends) to attend meetings and work events.

Working Conditions & Physical Demands

Click on the link for a full job description of Records Coordinator (Management Analyst I).

The City of Tustin is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the City will provide reasonable accommodations to qualified individuals with disabilities.

The City of Tustin offers a comprehensive compensation and benefit program that includes:

FLEXIBLE BENEFIT PLAN
The City provides a specific dollar amount to each employee to use toward the purchase of individual or family health coverage, dental plans, vision coverage, additional life insurance, deferred compensation, and other optional benefits. Currently, the flexible benefit amount for Employee + 2 is $2050 per month.

The City contracts through CalPERS medical program (PEMHCA) which offers multiple PPO and HMO options for health insurance providers. Employees also have the choice of Delta Dental PPO or HMO plans.

RETIREMENT
Employees will be enrolled in a defined benefit (pension) plan with the California Public Employees Retirement System (CalPERS). CalPERS determines the retirement plan in which a new employee will be enrolled based on the individual's membership status with CalPERS or a reciprocal retirement system on the individual's first day of employment with the City.

Classic CalPERS members will be enrolled in the 2% @ 60 plan, with an employee contribution of 10% (pre-tax). New CalPERS members, as defined by the Public Employees' Pension Reform Act of 2013 ("PEPRA"), will be enrolled in the 2% @ 62 plan, with an employee contribution of 7.25% (pre-tax). The City does not participate in Social Security, though participation Medicare is mandatory (1.45% employee contribution).

DEFERRED COMPENSATION
Employees may defer earnings, on a pre-tax basis, into a 457 deferred compensation program. This is an optional program and the City contracts with Nationwide Retirement Services.

GENERAL LEAVE
General Leave may be used for vacation and/or illness. Annual accrual amounts increase from 160 to 248 with years of service.

HOLIDAYS
The City has 13 paid holidays per calendar year.

LIFE INSURANCE
Full-Time employees receive a $100,000 life insurance policy.

LONG-TERM DISABILITY
The Long-Term disability program provides 60% of the employees' income when the employee becomes disabled because of an illness, injury or accident.

ALTERNATIVE WORK SCHEDULE
The 9/80 alternative work schedule is available for most full-time positions.

RETIREE HEALTH INSURANCE
Employees who retire from the City of Tustin with ten (10) years of full-time service and continue enrollment in the City's health plan are eligible for reimbursement of $250 per month toward retiree health insurance costs. Employees first hired into a benefitted position with the City of Tustin prior to July 1, 2011 are eligible for this benefit after five (5) years of service.

TUITION REIMBURSEMENT
After passing the probationary period, employees may request reimbursement up to a maximum of $4000 per calendar year for tuition and related expenses when attending a community college or four year university.

EMPLOYEE ASSISTANCE PROGRAM
Employees are enrolled in an Employee Assistance Program that provides a variety of legal and counseling services.

MEDICARE
All newly hired employees contribute a portion of gross salary for Medicare coverage. The employee contribution to Medicare is 1.45%.

SECTION 125 MEDICAL & DEPENDENT CARE PROGRAM
The section 125 program is optional for employees and provides a method to pay medical and dependent care expenses on a pre-tax basis.

SPECIALITY PAY
The City has specialty pay for designated positions. Examples of specialty pay include Bilingual Pay, Water Certificate Pay, Stand-by Pay, Call-Back Pay, and Shift Differential.

Closing Date/Time: 8/1/2025 5:00 PM Pacific

Salary:

$84,614.40 - $113,900.80 Annually