Records Specialist - San Diego Transit Corporation : Job Details

Maintaining efficiency and economy in operations management requires flexibility in job assignments. While each employee shall have a primary responsibility for the job that employee has been hired or later promoted to, each employee may be expected to perform other jobs from time to time.

SUMMARY:

Under the direction of the Records Manager, the Records Specialist is responsible for completing various administrative tasks including record keeping, document and file management, customer service and records retention. In the absence of the Records Manager, the Records Specialist will serve as one of the two leads for the Clerk Typist/Data Entry personnel within the unit. This position will also assist in leading the new Records Management System the department is looking into procuring in the near future.

EXAMPLES OF DUTIES:

Essential Functions

* Assist the Records Manager in reviewing, approving and closing crime incident reports utilizing the department's Records Management System.

* Serves as one of the leads for the Clerk Typist/Data Entry personnel within the unit in the absence of the Records Manager.

* Access Automated Regional Justice Information System (ARJIS) to retrieve data for statistical purposes.

* Process and maintain a variety of complex documents and records including Use of Force, evidence and naloxone reports.

* Review appeals from Parking Administration on parking citations issued by the department.

* Assist the Records Manager in preparing records for purging and destruction.

* Seals juvenile records as ordered by Superior Court.

* Accept incoming subpoenas and prepares subpoena packet for Code Compliance Inspectors.

* Keep an inventory of office supplies and ordering new materials as needed.

* Provide administrative support for assigned special projects.

Duties May Include, But Are Not Limited To, The Following:

* Acts as receptionist.

* Sorts and distributes incoming mail.

* Second check information entered by Clerk Typist/Data Entry personnel.

* Performs other duties as assigned.

QUALIFICATIONS:

Knowledge, Skills and Abilities

Knowledge of or ability to learn MTS policies and regulations; ability to read, understand and apply MTS policies, regulations; ability to write letters, memoranda and reports using clear, concise and grammatically correct English; ability to speak clearly, distinctly and effectively in person-to-person or small group situations using tact and diplomacy; ability to establish and maintain priorities in order to complete assignments by deadlines without detailed instructions; skill in verifying the accuracy and completeness of forms and reports; operate standard office equipment; perform detailed administrative work accurately, including filing, organizing and maintaining department records and files; knowledge of Microsoft Word and Excel and the ability to learn and use other software that MTS might have or acquire. Must have the ability to access the Automated Regional Justice Information System (ARJIS).

Physical Requirements

The successful candidate must be able to fulfill the physical demands of the job such as walking, stooping, sitting, bending, reaching for overhead files and occasional lifting (must be able to lift up to 15 pounds). Must be able to operate a motor vehicle and perform tasks involving manual dexterity, such as use of a computer. Work will at times require more than 8 hours per day or an irregular work week to perform the essential duties of the position. Duties may be performed in a field environment, as well as in a secure office-type environment. May require travel to external locations and agencies.

Experience/Education/Certificates/License(s)

Possess a high school diploma or equivalent, associate's degree from an accredited college or university preferred. Must have at least three of experience in a responsible administrative position, preferably in public service. Analytical experience is highly desirable. Must possess and maintain a valid California driver's license.

GENERAL:

Must satisfactorily pass all applicable examinations including, but not limited to, a pre-employment physical, drug screen and background check. Candidates must be able to pass the physical and any other related exams which are in effect at the time of application.

SALARY GRADE:

The anticipated starting pay for this position is between $61,000 - $68,000. This range represents the expected starting salaries for new hires, typically within the lower to mid-portion of the overall salary range, which encompasses the full potential earnings for the role. Candidates with salary expectations outside of the anticipated hiring range may reach out to the Talent Acquisition Specialist facilitating this recruitment for more information.

Salary Offers are based on factors such as knowledge, skills, abilities, and relevant experience of the successful candidate, while taking into account internal equity, budget constraints, and other market factors. This position is in salary grade #7, which has a minimum of $60,856 and a maximum of $86,416. Salary grades are typically adjusted annually to ensure they remain market competitive.

DISCLAIMER: The above described job elements are intended to indicate the general nature and levels of work being performed by employees assigned to the job. They are not intended to be an exhaustive list of duties, responsibilities and skills required of employees so classified. Management retains the discretion to add to or change the duties of the position at any time.