The City of Irvine seeks an energetic, customer focused individual to serve as
the Supervising Information Specialist within the City Clerk's office. Under
the general direction of the Municipal Records Administrator, the Supervising
Information Specialist will assist with a full range of professional and
technical work to plan, assign, coordinate and review the work of staff
performing duties in the City's centralized records management program,
central reception and mail services; to oversee and assist with administration
of the use of the Electronic Document Management System for maintenance and
retrieval of records, including Irvine Quick Records; and to provide training
and technical assistance to Irvine employees and citizens regarding access to
The Supervising Information Specialist will possess a friendly, professional
demeanor, strong working knowledge of records management principles and
procedures and an understanding of City government functions. This person
should have broad knowledge and experience with Public Records Act regulations
and electronic records management systems. The position also requires
supervising and evaluating support staff.
The ideal candidate will have superior organizational, supervisorial, customer
service and training skills. This person will be able to work independently
with limited supervision on various tasks and projects, anticipate needs and
deadlines and interact effectively and diplomatically with the public, co-
workers, City executives and elected officials. He/she will be able to
successfully handle multiple tasks concurrently, meet critical deadlines and
pay attention to detail. The selected candidate will also possess outstanding
interpersonal, verbal and written communication skills. Exemplary people
management skills as both a team player and a team leader are also critical
for this position. The ideal candidate will be expected to act in the absence
of the Municipal Records Administrator. Finally, the selected candidate will
manager and motivate others, establish trust and credibility and develop
effective working relationships.
TO APPLY: Applications for this position will be accepted January 7 - 17.
Please check this website again during that time to apply.
Essential Duties and Responsibilities:
The following duties are normal for this position. These are not to be
construed as exclusive or all-inclusive. Other duties may be required and
• Plans, assigns, coordinates and reviews the work of staff assigned to the
records management, mail and reception functions; allocates staff and other
resources to various tasks and projects. Selects, trains and evaluates
performance of staff; develops and implements staff development and training
activities. Interviews, selects and hires personnel.
• Monitors and assesses employee performance, develops performance objectives
and training, prepares performance evaluations and recommends merit increases.
Trains staff in records management duties, including customer service
standards; records research and retrieval; EDMS software operation; and legal
• Assists with administration of the EDMS/Sire records maintenance system,
including Irvine Quick Records; assigns security rights, designs database
categories and indexes; monitors statistical data; and responds to inquiries
from staff, other departments and the public.
• Participates in management meetings and discussions with staff from other
departments regarding records retention needs, records submittal, records
destruction, electronic document imaging needs, training needs for EDMS web
services, Public Records Requests, research requests and similar issues.
• Participates in the development of policies and procedures; analyzes
procedures and service deliveries and recommends process improvements.
Participates in development of the budget for the Records and Mail sections;
makes recommendations for program changes; analyzes and monitors section
• Reviews, researches and recommends modifications to the citywide Records
Retention Schedule; meets with department representatives to audit and assess
compliance. Maintains up-to-date information on changes in public records
laws; confers with consultants and legal advisors regarding recommendations
for implementation of changes to the retention schedule.
• Participates in the development of responses and gathering of records for
response to Subpoenas and Public Records Requests, including litigation-
related requests; confers with City Attorney to coordinate and monitor
requests and responses.
• Monitors and troubleshoots problems with EDMS software; communicates with
technical personnel and software providers regarding projects, issues and/or
needed service enhancements. Researches, analyzes and recommends new
technology and/or equipment purchases to increase operational efficiencies.
• Monitors and analyzes citywide records needs; analyzes pending imaging
projects to identify key search indexes and most efficient processing.
Supervises imaging processing, security of confidential records, priority of
processing and volume; creates systems to monitor and track outsourced
projects to ensure security of information.
• Responds to inquiries and concerns raised by the public; advises on and
clarifies City policies and programs and provides information requested;
provides assistance with use of Irvine Quick Records.
• Researches, analyzes and evaluates vendor/contractor proposals and
contracts. Monitors contract/vendor performance, including quality of work,
timeliness of deliverables, accuracy of invoices and responsiveness.
• Maintains knowledge of records and information management systems, public
administration, organization and management principles and practices;
municipal fiscal policy; personnel management principles; applicable
ordinances; laws and regulations; advanced research techniques and information
sources; and available services and products.
• Uses a computer to perform records management functions and other job
related tasks, input and maintain records, and/or conduct research as needed.
• Submits invoices for payment; submits Purchase Requests and Purchase Orders.
• Performs other duties as required.
Minimum Training and Experience Required to Perform Essential Job Functions:
Associate's degree, supplemented by college level courses in information
technology, business, or related area and three years experience in managing
records in an organization-wide electronic records environment, including two
years supervisory experience.
Experience in managing records in a city or county municipal clerk's office .
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