Records Coordinator
The City of Pleasanton is seeking a detail-oriented and collaborative professional to serve in the role of Records Coordinator in the Office of the City Clerk. This position plays a vital role in maintaining the integrity, accessibility, and organization of the City's official records, both digital and physical. The ideal candidate will bring experience in records management within a public agency environment, ensuring compliance with legal requirements and best practices for transparency and accountability. As a key member of a small, positive, and service-oriented team, you'll help implement and improve systems that preserve the City's official history while supporting efficient and responsive public service.
We're looking for someone who is :
- Organized, methodical, and passionate about keeping information structured and accessible.
- Comfortable using and learning new technology systems for records management.
- Able to communicate clearly and tactfully with staff and the public.
- A problem-solver who enjoys improving processes and finding efficiencies.
- Dependable and self-motivated, with a strong sense of responsibility and integrity.
In this role, you will :
Administer the City's records management program, ensuring compliance with retention schedules and legal requirements.Manage the archival, organization, and destruction of physical and digital records.Implement and maintain technology and best practices for document management systems.Coordinate and respond to Public Records Act requests in compliance with regulations and California statutes.Train and advise City staff on proper records handling procedures and protocols.Collaborate with departments to develop, maintain, and refine citywide records management processes.A few reasons you'll love working with us :
You'll preserve the City's official history and promote government transparency.Each day brings new challenges, from handling public records requests to supporting meetings and special projects.You'll be part of a small, upbeat, and supportive team that values communication, flexibility, and humor.Expand your knowledge in records management, technology systems, and public administration.Experience the satisfaction of bringing order and clarity to complex information.Contribute to a mission of openness, accuracy, and accountability for the Pleasanton community.A few challenges you might face :
Managing multiple priorities in a small, fast-paced team environment where flexibility and initiative are essential.Handling time-sensitive and sometimes complex public records requests with professionalism and accuracy.Navigating differing departmental approaches to records management while promoting consistency and compliance.Staying current with evolving technology systems and best practices in digital records management.Occasionally lifting and moving boxes of records as part of archival or destruction processes.The ideal candidate will be :
Highly organized, detail-oriented, and proactive.Knowledgeable in municipal records management principles, laws, and best practices.Skilled in using and administering electronic records management systems.Adaptable and eager to learn new technologies and processes.A clear, tactful communicator who works well with a wide range of people.Self-motivated and resourceful, with a strong sense of ownership in their work.Typical duties include :
Maintain the City's Records Retention Schedule; serve as liaison to City departments as it relates to records retention and destruction, providing training and assistance in the application of the City's records management policies, procedures, and techniques.Monitor applicable Federal, State, and local rules and regulations related to records management.Prepare permanent pages of Resolutions and Ordinances following adoption by the City Council; copy, post, and distribute as appropriate.Receive, review, and coordinate with departments and City Attorney's Office as it relates to Public Records Requests; track response and ensure departments meet timelines and provide supporting documentation.Research, recommend, and implement records storage and indexing solutions, including new technologies, automation, and software and hardware for archives and records management.Oversee inventories of active and inactive records storage areas and coordinate disposition and / or records destruction.Research, plan, develop, and implement long and short-range goals for archives and records center.Maintain and update policies and procedures related to records management.Attend professional meetings and training seminars to stay abreast of changes and trends in archives and records management practices.Provide reference services to internal and external customers by providing access, interpreting, finding aids, giving instruction on proper handling of materials and knowledge of various records management areas relevant to individual needs.Research new technologies, automation and software and hardware for archives and records management program.Perform a variety of administrative tasks in support of the City Clerk's Office as required.Maintain confidentiality of information.Perform related duties as assigned.Minimum qualifications include :
Any combination of education, experience, and training that would provide the best qualified candidates. A typical way to obtain the knowledge, skills, and abilities would be :
Education : High School graduation or GED equivalent supplemented by specialized training in municipal records management.
Experience : Three years of administrative experience that involves the administration, development and / or implementation of records management programs, preferably within a municipal or City Clerk's Office.
Special Requirements : May require possession of a valid California Class C driver's license and a satisfactory driving record as determined by the City. Certified Records Manager credential is highly desirable.
Recruitment process :
Application : To be considered for this position, please submit your application through our online application process at www.cityofpleasantonca.gov. Click on "Job Opportunities".
Selection Plan : Applicants will be informed via email with reasonable notice in advance of any examination process which will require their attendance. The following dates are tentative and subject to change based on the need of the Agency :
Application Filing Deadline : 11 : 59 p.m. Sunday, November 9, 2025
Review of Minimum Qualifications : Week of November 9, 2025
Panel Interview : Week of December 1, 2025
