Records Management Specialist

OPEN UNTIL FILLED 

Led by a Board of Directors made up of elected officials from each of the 24 cities and towns and the five county supervisorial districts, San Bernardino County Transportation Authority (SBCTA) staff is focused primarily on freeway, interchange, and transit enhancements to the region that first and foremost benefit the taxpayer of San Bernardino County.  Coupling that effort with various non-transportation related objectives from the Council of Governments role of the agency brings the mission of providing quality of life improvements to the residents, business operators, and commuters of our region to the forefront.

For more than four decades, SBCTA (previously known as SANBAG) has taken pride in delivering on its commitment to the voters through the implementation of Measure I.  This half-cent sales tax that generates transportation dollars that are from the region and for the region is a critical element in the agency's goal to keep people and goods moving effectively.  SBCTA calls the historic San Bernardino Santa Fe Depot home.  Our headquarters not only positions the agency in the heart of the county, but is symbolic of our longstanding commitment to transportation.   

• Performs a variety of administrative and specialized duties involved in the development, implementation, and administration of SBCTA’s electronic records management program in accordance with legal requirements and records management policies and procedures adopted by SBCTA.
• Assists in developing and coordinating records management program processes and workflows; assists in developing and standardizing records management procedures and methods to continuously monitor the efficiency and effectiveness of services provided; identifies and recommends improvements in records management workflows, procedures, standards, and forms to assigned supervisor.
• Prepares and reviews documents for imaging into the electronic document management system; scan documents; reviews scanned documents for accuracy, formatting, legibility, and appropriate identification; adds metadata to entries for reporting purposes; notifies appropriate staff on document availability and accessibility.
• Works with staff to identify, classify, manage, and control records and information needs; coordinates disposition and offsite storage of records including archives and historical documentation protection, preservation, and destruction; runs reports to ensure inventory is accurately maintained; participates in records audits.
• Serves as subject matter expert on electronic document management system, including creating and maintaining reports, templates, workflows, and other system processes; participates in creating business processes to facilitate records retention and document management.
• Researches, verifies, and reviews records, reports, contracts, and other documents for completeness and to ensure final versions are retained.
• Assists with receiving public records requests; works with appropriate staff to respond to requests; prepares responses in compliance with Public Records Act requirements. 
• Prepares and generates a variety of reports to maintain and ensure compliance with records retention schedules, policies, and procedures, including archiving and destructing files.
• Performs a variety of office support duties such as scheduling and coordinating meetings, conferences, facility reservations, and trainings; opening, scanning, and distributing mail; and receiving calls and visitors and directing to appropriate staff. 
• Performs other duties as assigned.

• Principles, practices, and methods of a modern records management program, including identifying, classifying, managing, converting, and controlling various documents.
• Principles and practices used in establishing and maintaining files and information retrieval systems.
• Standard filing and metadata conventions.
• Techniques for researching and reporting data and information.
• Applicable federal, state, and local laws, codes, and regulations as well as industry standards and best practices pertinent to the assigned area of responsibility. 
• Techniques for providing a high level of customer service, by effectively working with the vendors and SBCTA staff. 
• The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.
• Modern equipment and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed.

• Perform a variety of administrative and specialized duties involved in the development, implementation, and administration of SBCTA’s records management program.
• Learn and understand the organization, operation, and services of SBCTA as necessary to assume assigned responsibilities.
• Identify, classify, manage, and control records and documents.
• Research and compile information and data from multiple sources.
• Prepare clear and concise reports, policies, procedures, and other written materials. 
• Interpret, apply, explain, and ensure compliance with applicable federal, state, and local policies, procedures, laws, and regulations.
• Establish and maintain a variety of filing, record keeping, and tracking systems.
• Use tact, initiative, and judgment within general policy and procedural guidelines and legal requirements.
• Organize work, set priorities, meet critical deadlines, and follow-up on assignments.
• Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.
• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work. 
• Effectively use computer systems, software applications relevant to work performed, and modern business equipment to perform a variety of work tasks.

• Requires possession of a valid California Driver’s License, a satisfactory driving record, and a properly registered and insured vehicle, to be maintained throughout employment.

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