Senior Records Specialist (Hourly)

Senior Records Specialist (Hourly)

Salary

$30.05 - $36.53 Hourly

Location

Chula Vista, CA

Job Type

Hourly, Part-Time

Job Number

26221607H

Department

Police - Administration Srvcs

Division

Police Support Services

Opening Date

07/13/2026

Closing Date

Continuous

• Description
• Benefits
• Questions

Description and Essential Functions

Position Summary:

To perform highly responsible, specialized, technical, and confidential office administrative and advanced clerical support functions in support of the City Clerk's Office city-wide Records Management Program or the Chula Vista Police Department's police records unit.

The current vacany is located in the Police Department. This position will focus on fulfilling requests for records under the California Public Records Act.

NOTE: This recruitment is for a part-time, non-benefited position limited to 919 hours of employment in a fiscal year (July 1 through June 30) with an average of less than 30 service hours per work week. Hours may vary between 0 - 16 hours per week, dependent upon the daily staffing needs of the department. Unclassified hourly employees are paid on an hourly basis and shall not be eligible for benefits nor be subject to Civil Services Rules. Although hourly employees are at-will, they are still subject to all other City policies and procedures.

DISTINGUISHING CHARACTERISTICS

This class is the advanced journey level class of the Records Specialist series and is distinguished from the Records Specialist level by the degree of independence and specialized knowledge exercised in the performance of job duties. Employees at this level receive only occasional instruction or assistance as new or unusual situations arise and are fully aware of the operating procedures and policies of the work unit.

SUPERVISION RECEIVED AND EXERCISED

Receives direction from an assigned supervisor. Exercises technical and functional supervision over assigned staff.

ESSENTIAL FUNCTIONS

Functions may include, but are not limited to, the following: assist the with the administration, organization, and implementation of the records management program in accordance with legal requirements and records management policies and procedures; assist with maintaining either the Citys or Police Department's active and inactive records and information and records storage system, including records filing and retrieval, assigning file codes, maintaining an inventory of all records and documents, and assisting with internal and offsite audits for legal retention requirements; assist in implementing records and information management policies and procedures; assist with fulfilling requests for records under the California Public Records Act to include assisting customers with creating an account and submitting records requests in the City's online records request portal; receiving and reviewing requests submitted through various media (online portal, e-mail, mail, front counter and phone); assigning, routing and tracking records requests; working with staff from various departments to gather responsive records to fulfill requests; reviewing and redacting responsive records for release; downloading, sorting, and redacting email .pst files for requests; working with the City Attorney's Office for review and redaction of responsive records; and working with staff to answer follow-up questions from customers regarding their request and/or records; maintain the public records request database/online portal to include creating and maintaining accounts for staff; managing access levels for staff; running various reports for staff; developing and maintaining standard work for staff and customers; training staff and customers on use of records request portal; attending training and participating in demonstrations for updates on records request portal; and making administrative level changes to records request portal as needed; conduct complex research to locate documents and records for Mayor, Council, staff, and the general public; prepare reports and other correspondence as needed; build and maintain positive working relationships with co-workers, other City employees and the public using principles of good customer service; and perform related duties as assigned.

When assigned to the Police Department (in addition to the above): serve as a California Law Enforcement Telecommunications System (CLETS) subject matter expert and trainer.

Minimum Qualifications

Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be: Three years of responsible office administrative support experience. One year must involve records management in a public agency and training equivalent to completion of the twelfth grade.

License or Certificate: May need to possess a valid California drivers license as required by the position.

Knowledge, Skills and Abilities / Physical Demands and Working Conditions

Knowledge of: principles, practices, methods, and techniques of records and information management programs; document imaging concepts and practices; California Public Records Act; English usage, spelling, grammar, and punctuation; modern office methods, procedures, computer equipment, and computer software applicable to assignment. Ability to: perform a variety of complex, specialized and responsible clerical duties in support of the Records Management program; review documents related to Records Management operations; observe, identify and problem solve office operations and procedures; understand, interpret, explain, and apply Federal, State, and local laws, codes, regulations, policies, and procedures; review finished work products for accuracy and completeness; learn organization procedures and operating details; operate a personal computer with standard business software, including word processing, spreadsheet, database applications, and other standard office equipment; demonstrate initiative and sound independent judgment within established guidelines; communicate clearly and concisely, both orally and in writing; understand and follow oral and written instructions; establish and maintain effective working relationships with those contacted in the course of work; work with various cultural and ethnic groups in a tactful and effective manner.

Physical Demands: On a continuous basis, sit at a desk for long periods of time. Intermittently twist and reach office equipment; write or use keyboard to communicate through written means; lift or carry weight of 25 lbs. of less.

Working Conditions: Work is performed indoors in a carpeted and air-conditioned office environment with fluorescent lighting and moderate noise level. Some movement is required from office to office and there is exposure to the external environment when going to outlying offices or meeting. Work is frequently disrupted by the need to respond to in-person and telephone inquiries.

Additional Information

Recruitment No. 26221607H

This recruitment is open until a sufficient number of applications are received and may close at any time without prior notice. Applicants are encouraged to submit a City Application and Supplemental Questionnaire as soon as possible. Candidates whose application indicate education and experience most directly related to the position will be invited to participate in the selection process. All notices will be sent via e-mail.

Unless otherwise noted, a passing score must be achieved at each step of the selection process in order to have your name placed on the eligibility list for hiring consideration. The examination materials for this recruitment are validated, copyrighted and/or inappropriate for review. The eligibility list established as a result of this recruitment will be for a duration of six (6) months, unless otherwise extended.

Pre-Employment Background Investigation

The current vacancy is located in the Police Department. Unless already employed by the Police Department, successful candidates must undergo a thorough background investigation. There are certain types of conduct which are automatic grounds for disqualification. Please refer to the "Pre-Employment Disqualifying Criteria" link below to help you identify some of the common areas of the background investigation process that may cause delay or prevent you from competing in the selection process.Pre-Employment Disqualifying Criteria

RETIREMENT

Part-time/temporary employees participate in the Public Agency Retirement System (PARS). This is in lieu of PERS or Social Security (although employees do contribute to Medicare). The City and the Employee each contribute 3.75% of the employees salary to the PARS.

SICK LEAVE

Part-time/temporary employees shall accrue sick leave pursuant to the Health Workplace, Health Family Act of 2014 (AB 1522).

01

The supplemental questionnaire is used to further evaluate your experience and education to determine your eligibility for this position. Please answer each question accurately and thoroughly. To be considered for this position, the experience you indicate in your responses to the supplemental questions must also be described, in detail, on the Work History/Experience section of your Employment Application. Failure to complete the "Work History/Experience" section of the employment application will result in your application not being considered. Please do not refer your response to your resume. A resume will not be considered in determining your qualifications.

• I have read and acknowledge the instructions stated above.

02

PRE-EMPLOYMENT BACKGROUND INVESTIGATION

Successful candidates must undergo a thorough background investigation. There are certain types of conduct which are automatic grounds for disqualification. Please refer to the "Pre-Employment Disqualifying Criteria" link found in the job announcement to help you identify some of the common areas of the background investigation process that may cause delay or prevent you from competing in the selection process.

• I acknowledge that successful candidates must undergo a thorough background investigation.

03

EDUCATION

Which of the following best describes your highest level of education?

• Bachelors degree or higher
• Associates degree
• Some college but no degree
• High School / GED

04

Please specify your major field of study. If you do not have a major field of study, please indicate "N/A" below.

05

OFFICE AND ADMINISTRATIVE SUPPORT EXPERIENCE

Which of the following best describes your office administrative support experience?

• Five or more years of experience
• At least three years but less than five years of experience
• At least one year but less than three years of experience
• Less than one year of experience
• No experience

06

Please list ALL employment from the Work Experience section of your application where you gained your office administrative support experience.

Your response must include and follow the format below. Treat each change in position or employer separately. Provide the following for each change in position or employer. If no experience please indicate, "No Experience" below.

A. Name of employer;

B. Job/Position Title;

C. Date(s) of employment (from - to);

D. Type of employment (full-time, part-time, volunteer, internship, etc.);

E. Brief description of office administrative support duties performed.

07

Do you have at least one year of records management experience in a public agency?

• Yes
• No

08

If you responded yes to question #7, please list the public agency where you gained your experience. Your response must include and follow the format below. Treat each change in position or employer separately. Provide the following for each change in position or employer. If no experience in a public agency, please indicate, "No Experience" below.

A. Name of employer;

B. Job/Position Title;

C. Date(s) of employment (from - to);

D. Type of employment (full-time, part-time, etc.);

E. Brief description of duties perform.

09

EXPERIENCE IN RECORDS MANAGEMENT SUPPORT

This position will perform highly responsible, specialized, technical, and confidential office administrative and advanced clerical support functions in support of the Police Departments Records Management Program. Questions 9-12 address areas of experience in records management support. Experience in these areas are highly desirable but not required.

Which of the following best describes your office administrative support experience in a Records Management Program for a law enforcement agency?

• Three or more years of experience
• At least one year but less than three years of experience
• Less than one year of experience
• No experience

10

Please describe your experience processing and fulfilling Public Records Act requests.

Your response must include and follow the format below. If no experience please indicate, "No Experience" below.

A. Name of employer;

B. Your position title;

C. Date(s) of employment (from - to);

D. Type of employment (full-time, part-time, volunteer, internship, etc.); and

E. Brief description of duties performed to support this experience.

11

Please describe your experience administering or maintaining law enforcement agencys records retention schedule.

Your response must include and follow the format below. If no experience please indicate, "No Experience" below.

A. Name of employer;

B. Your position title;

C. Date(s) of employment (from - to);

D. Type of employment (full-time, part-time, volunteer, internship, etc.); and

E. Brief description of duties performed to support this experience.

12

Please describe your experience administering or maintaining law enforcement agency records storage program.

Your response must include and follow the format below. If no experience please indicate, "No Experience" below.

A. Name of employer;

B. Your position title;

C. Date(s) of employment (from - to);

D. Type of employment (full-time, part-time, volunteer, internship, etc.); and

E. Brief description of duties performed to support this experience.

13

APPLICANTS ACKNOWLEDGMENT - NOTIFICATION VIA ELECTRONIC MAIL (E-MAIL) The City of Chula Vistas Human Resources Department uses electronic mail (e-mail) to notify applicants of important information relating to the status and processing of your application. We do so as part of our ongoing efforts to increase operational efficiency, promote the conservation of green resources, and minimize delays and costs. Therefore, as an applicant, you are hereby advised of the following:

1. Ensure that the email address and contact information you provide is current, secure, and readily accessible to you. Do not share email addresses. Spam or other filters should be adjusted to accept our emails. We will not be responsible in any way if you do not receive our emails, i.e., for the non-delivery of email or if you fail to check your email-box on a timely basis, etc.

2. Read any notices we send carefully and in a timely manner. Follow further instructions, if any. We recommend that you print and keep a hard copy of our notices for your records.

• I acknowledge that I have read, understand, and agree to the above.

Required Question

Employer City of Chula Vista

Address 276 Fourth Avenue

Chula Vista, California, 91910

Phone 619-691-5096

Website http://www.chulavistaca.gov