Management Assistant II - City Clerk's Office - City of Anaheim : Job Details

The Anaheim City Clerk's Office is seeking applicants for two (2) Management Assistant II openings: one (1) in the area of Records Management and one (1) in the area of Public Records Act (PRA) requests. These two new Management Assistant II will perform a variety of challenging, complex, detailed and highly responsible administrative and technical duties in support of the activities and services of the City Clerk's Department. Both positions will execute projects in specialized areas, as directed by the City Clerk, and coordinate with one another to provide back-up coverage and respond to department needs accordingly. As a Management Assistant II assigned to Public Records Request: This Management Assistant II position will assist in managing PRA requests across all departments within the City and serves as the system administrator for the City's PRA software and online transparency portal. This individual will work closely with the City Attorney's Office and other City departments to respond to PRA requests in a timely and efficient manner, collect responsive records from appropriate departments, compile a high volume of records, execute complex redactions for legal review, analyze data accurately, track deadlines to ensure compliance with government code requirements, draft written correspondence and extension notices, and provide exceptional customer service to both members of the public and internal stakeholders. As a Management Assistant II assigned to Records Management: This Management Assistant II position will assist in overseeing the Citywide Records & Information Management Program and the planning, implementing, and maintaining various programs related to records management across all departments within the City of Anaheim to ensure compliance with City standards and legal requirements. This individual will be primarily focused on Records Management assignments and the maintenance of records systems and procedures to facilitate the orderly retention and disposition of records, and recommend and administer changes to current retention schedule, serve as system administrator for records management related software systems, as well as will have a strong Electronic Database Management Systems background including knowledge of automation processes and expertise in file format conversions. Essential Functions The following functions are typical for this classification. Incumbents may not perform all of the listed functions and/or may be required to perform additional or different functions from those set forth below to address business needs and changing business practices. Assigned to Public Records Request: Independently analyze and interpret scope of public records requests and manage responses, including evaluating whether any record or part thereof is exempt from disclosure and ensures redaction and exemptions are appropriate. Identify record holders and locations of records, determine best strategy to collect all responsive documents from document custodians. Assist in the management of electronic discovery activities, including case data collection, review, analysis, and management through final review and production, and document retention; ensures that responses are timely, complete, and accurate, and that confidential information is properly protected and redacted, as appropriate; Develops strategies for the efficient handling of e-discovery and production data; and stay current on industry standards and best practices in e-discovery. Consult the City Clerk and the City Attorney on complex requests or on applying exemptions and determine scope of redactions allowed by state law on exempted information, and apply redactions on records for release in a format consistent with State laws. Coordinate requests with other City departments; transport files from City offices to offsite storage locations and vice versa. Performs related duties and responsibilities as required. Assigned to Records Management: Coordinates with the City Clerk to implement policies, procedures and standards relating to the citywide records management program; oversees and establishes a records management program to ensure the maintenance, retrieval, inventory, retention and destruction of all records in accordance with City policy. Adheres to all legal, financial, governmental and historical requirements on a variety of storage mediums; updates and maintains the City's record retention/destruction schedules; arranges, witnesses and certifies the destruction of all records within legal guidelines. Assist in maintaining and coordinating the City's imaging program and regularly communicates with City vendors and consultants for the same; assists staff in fully utilizing the City's records retrieval system and cross reference index; monitors, administers and maintains the computer assisted retrieval system. Meet with departments to determine and implement special records management/retention requirements; consults with the City Clerk and City Attorney when necessary to make decisions on dissemination/destruction of critical and sensitive information. Assist in preparing and updating records management procedures manual; reviews and finalizes monthly list of documents received or released by the City Clerk; designs and catalogues departmental forms used for records management. Performs related duties and responsibilities as required. Other Essential Functions: Demonstrates technical, functional, and/or professional skill or knowledge in position-related areas such Records Management, records retention, Public Records Act (PRA) requests, and policy research, keep up with current developments and trends in areas of expertise. Assists in training City staff in records management, including records retention procedures, public records requests procedures, and automated records retention and e-discovery systems; assists in conducting training needs assessments; assists in the development of training materials to meet users' needs; schedules and coordinates training sessions. Attend and participate in professional group meetings; maintain awareness of new trends and developments in the field of records management and public records requests procedures; incorporate new developments as appropriate. Qualifications Experience and Education: Three (3) years of research, administrative support, or analytical experience, preferably in public administration, is desirable supplemented by a completion of the twelfth grade and college level coursework or specialized training in public administration, business administration, or a related field, a Bachelor's degree is highly desirable. An equivalent combination of experience and education sufficient to perform the essential job functions and provide the required knowledge and abilities is qualifying. Knowledge of: Operational characteristics, services, and activities of assigned program; principles and practices of public administration; principles and practices of program development and administration; work organization and office management principles and practices; standard organizational and management practices as applied to the analysis and evaluation of programs, policies, and operational needs related to area of assignment; techniques and formulae for administrative, financial, and comparative analyses; methods and techniques of effective technical, administrative, and financial record keeping, report preparation, and presentation; recent developments, research methods, current literature, and sources of information related to assigned programs and service areas; terminology used in area of assignment; principles and practices of budget preparation and administration and grant application and administration principles and practices; principles of business letter writing; federal, state, and local government organizations; modern office procedures, methods, and equipment including computers and various software packages; methods and techniques used in customer service and public relations; English usage, spelling, grammar, and punctuation; pertinent federal, state, and local laws, codes, and regulations; principles of supervision and training may be required for some positions. Ability to: Perform responsible analytical, programmatic, and administrative duties involving the use of independent judgment and personal initiative; participate in the preparation and administration of assigned budgets; learn methods and techniques of research and operational and administrative analysis; learn to prepare a variety of analytical and financial reports; learn to develop policies, procedures, goals, and objectives; learn to analyze problems, identify alternative solutions, project consequences of proposed actions and implement recommendations in support of goals; plan, coordinate, and conduct operational analyses, administrative studies, and special projects; research, compile, analyze, and interpret data; prepare clear, accurate and concise tables, schedules, summaries and other materials in statistical and narrative form; establish and maintain various data collection, record keeping, tracking, filing, and reporting systems; manage multiple projects simultaneously; plan and organize work to meet schedules and timelines; participate in planning, organizing, directing, coordinating, and evaluating assigned programs, projects, events, or technical area; properly interpret and make recommendations in accordance with laws, regulations and policies; understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities; understand, interpret, and apply administrative and departmental policies and procedures as well as pertinent laws, regulations, and ordinances; oversee, direct, coordinate, and participate in the management of an assigned program area; select, train, and evaluate assigned staff may be required for some positions; supervise, organize and review the work of lower level staff may be required for some positions; plan, schedule, and review the work and performance of subordinates may be required for some positions; operate and use modern office equipment including a computer and various software packages; identify and respond to community and organizational issues, concerns, and needs; to requests and inquiries from the general public; work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person; exercise good judgment and maintain confidentiality in maintaining critical and sensitive information, records, and reports; communicate clearly and concisely, both orally and in writing; and establish and maintain effective working relationships with those contacted in the course of work. License/Certification Required: Possession of an appropriate, valid driver's license may be required for some positions. Supplemental Information IMPORTANT APPLICATION INFORMATION AND INSTRUCTION: Applications will be accepted on a continuous basis until a sufficient number of qualified applications have been received. The deadline for the first review of applications is on Friday, November 8, 2024 at 5:00 PM. Applicants are encouraged to apply early. Applicants that apply after the first review are not guaranteed to be considered for this recruitment. This recruitment may close at any time without notice after the first review date. The selection process will consist of a minimum of skills examination and oral interview. The eligibility list established from this recruitment may also be used to fill the current and/or additional vacancies throughout the City. Candidates must be specific and complete in describing their qualifications for this position. Failure to state all pertinent information may lead to elimination from consideration. Stating See Resume is not an acceptable substitute for a completed application. The successful candidate will be required to undergo a reference/background check (to include a conviction record) and pass a post-offer pre-employment medical examination (which will include a drug/alcohol screening). The City of Anaheim utilizes E-Verify and new employees must provide documentation to establish both identity and work authorization. Communication regarding your application and/or status will be sent to the email address listed on your application. Please check your email regularly throughout the recruitment process as you will not receive communications by any other method. Equal Opportunity Employer. #J-18808-Ljbffr