Records Management Assistant

Description

The City of Los Altos Human Resource Department is seeking a detail-oriented and organized Records Management Assistant to join our team.
In this role, you will be responsible for maintaining and organizing our filing systems, both digital and physical, ensuring that records are easily accessible, secure, and in compliance with retention policies. The ideal candidate will have strong clerical skills, excellent attention to detail, and the ability to manage multiple tasks while supporting administrative functions.

About the HR Team
The Records Management Assistant will join a cohesive and fun team of six that through partnerships and collaboration, we recruit, develop and retain a high performing workforce. We take pride in fostering a healthy, safe, and productive work environment for employees, their families, co-workers and the public in order to maximize individual and organizational potential. As a result, our unique sets of experiences, perspectives, and skills leverage our talents which will ultimately benefit the residents we serve.

The HR team is a strategic partner to our workforce by leading efforts in the area of recruitment and selection, benefits administration, classification and compensation, performance management, training and development programs, workers’ compensation and compliance with federal, state, and local employment laws. The Human Resources Team is focused on navigating on-going legislative changes to implement solutions that keep our employees and the public safe and healthy. The HR Team is also responsible for employee relations, including negotiating and implementing collective bargaining agreements with three employee organizations and administering the provisions of those memorandums of understanding.

The applicant pool from this recruitment may be used to fill future vacancies within the organization. Applications will be reviewed after the posting closes on November 19th, 2024 at 5:00PM.

Examples of Duties

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. Positions at Records Management Assistant level may perform some of these duties and responsibilities in a learning capacity.

• Create, update, and maintain physical and electronic filing systems, ensuring that files are correctly labeled, categorized, and stored for easy access.
• Implement systematic filing methods (alphabetical, numerical, or subject-based) to keep records orderly and efficient.
• File various documents such as reports, correspondence, forms, and invoices in designated folders or databases.
• Retrieve files, documents, or records requested by staff, ensuring timely and accurate responses to requests.
• Input data related to file creation, modification, and storage in computer systems, ensuring that records are accurately updated and maintained.
• Regularly review and update files to ensure the information is current, accurate, and complies with relevant regulations and policies.
• Perform other duties as assigned.

Follow this link to view the full job description for Records Management Assistant .

Minimum Qualifications

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:
Education:

• High school diploma or equivalent is required.

Experience :

• Some experience in clerical, administrative, or office support work is preferred.
• Experience with filing systems, document management, and data entry is preferred.
• Experience working with office equipment such as scanners, copiers, and document management software is preferred.

Licenses and Certifications :

• Possession of a valid California Driver’s License, to be maintained throughout employment.

KNOWLEDGE OF:

• Various methods of organizing, categorizing, and maintaining both physical and digital filing systems, including alphabetic, numeric, and subject-based filing techniques.
• Document life cycles, including creation, storage, retention, archiving, and destruction of records according to organizational and legal requirements.
• Common office software such as word processors, spreadsheets, and database systems used for managing and tracking files.
• Scanning devices, photocopiers, and printers used for digitizing and handling documents.

ABILITY TO:

• Organize, maintain, and update filing systems efficiently, including both physical and electronic files, ensuring easy retrieval and proper documentation.
• File and retrieve records and documents accurately and in a timely manner, following established organizational procedures.
• Perform detailed data entry and maintain accurate records, ensuring that all information is up-to-date and properly categorized.
• Handle sensitive and confidential information with discretion, adhering to security protocols and confidentiality guidelines.
• Follow policies and procedures related to document retention, storage, and destruction, ensuring compliance with legal and organizational requirements.
• Work independently under close supervision in performing routine clerical tasks.

Supplemental Information

PHYSICAL DEMANDS
Must possess mobility to work in a standard office setting to retrieve and file documents. Must possess ability to use standard office equipment, including a computer, scanner, and copier. Must possess ability to operate a motor vehicle and visit various City sites. Must possess 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 occasionally work in confined spaces, such as storage rooms or archive areas, where files are stored with exposure to dust from handling old or archived documents and files.

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Closing Date/Time: 11/19/2024 5:00 PM Pacific

• 

• City of Los Altos

• 650-947-2759

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