Certified Records Manager

Certified Records Manager

Salary

$6,958.00 - $9,355.00 Monthly

Location

City of Palm Springs, CA

Job Type

Full Time - Regular

Job Number

City Clerk - 1126

Department

City Clerk

Opening Date

11/05/2026

Closing Date

11/19/2026 4:00 PM Pacific

• Description
• Benefits
• Questions

Position Summary

The City of Palm Springs is excited to announce the opportunity for the position of Certified Records Manager!

THE CITY: Palm Springs, located in the Coachella Valley, is known for its luxurious yet relaxed lifestyle. Picture waking up to fresh air, surrounded by palm trees, and enjoying stunning mountain views. This city offers a perfect blend of nature and modern living for both residents and visitors. Palm Springs is ideal for families, offering numerous parks, gardens, and nature reserves for leisurely activities and wildlife encounters. With a wide range of attractions and events, there's always something fun for everyone in the family. To see the exciting things going on visit the Engage Palm Springs website. The City of Palm Springs is committed to cultivating a diverse, equitable, and inclusive workplace, from policies to inclusive healthcare, and making people of various backgrounds feel welcome and supported. To view our recent Human Rights Campaign score of 100%, visit the Municipal Equity Index website.

THE POSITION: This position is a member of the City Clerks Office and is responsible for overseeing the primary function of the City Clerk's Records Management Program(s), including active records, archives, and access management, works closely with department liaisons to ensure management of City records with regards to business continuity, accessibility, and risk, including supporting consistent practices related to Public Records Act (PRA) compliance; oversees the initiatives to establish and maintain a publicly accessible records center for the records with permanent and long-term value to the City and community.

Salary Note: Although the full salary range for this position is provided, appointments are made at the range minimum

Examples of Essential and General Responsibilities

Essential and other important responsibilities and duties may include, but are not limited to, the following:

Essential Functions:

• Develops, implements, and manages a comprehensive City-wide records and archives management program in accordance with current federal, state, and municipal legal requirements.
• Manages and responds to Public Records Act (PRA) requests, ensuring responses meet statutory timelines and legal standards; conducts records inventories and surveys.
• Plans, directs, and coordinates the maintenance and destruction of all City documents to include ordinances, resolutions, contracts, and meeting minutes per established policy.
• Establishes and enforces standards, administrative policies, and procedures for records management across city departments.
• Oversees, administers, and enforces the records retrieval and destruction schedule.
• Trains and assists City departments with the implementation of the records management program, applying City policies, procedures, and techniques.
• Serves as the City's subject matter expert on the Public Records Act, overseeing and coordinating PRA processes across all departments and providing guidance on legal requirements, exemptions, and best practices to ensure consistent, legally compliant PRA administration City-wide.
• Manages the City's archival program in accordance with legal and professional standards and best practices.
• Oversees the collection, classification, preservation, and accessibility of material with historical, administrative, cultural, research, or other significant value.
• Provides professional consultation to City departments, commissions, boards, and other partners on records management issues and research projects.
• Plans, supervises, and evaluates the work of assigned staff and provides professional development and coaching to achieve effective operations.
• Plans, implements, and oversees digitization projects as necessary; oversees document imaging production, quality control procedures, and off-site storage.
• Identifies grant opportunities, writes grant applications, and administers grant projects.
• Conducts regular audits of records management processes to ensure compliance and identify areas for improvement.
• Assists in conducting elections; attends City Council, Commission, and other civic or community-related meetings as needed.
• Performs other duties as assigned.

Minimum and Preferred Requirements

Minimum requirements must be clearly demonstrated on the application to be considered, however, meeting the minimum requirements does not guarantee an invitation to compete further in the selection process. Experience requirements must be demonstrated in the "Work Experience" section of the application, other sections of the application will not be used to determine experience qualifications. (One year of work experience is the equivalent of 12 months of full-time work. "Full-time work" means at least 36 hours of work over a period of one week or 1,872 hours of work over a period of at least 12 months.) Qualifications noted as "desirable" or "preferred" are not included as part of the minimum requirements.

Experience:

• Three (3) years of increasingly responsible experience in records management, archives, and municipal support, including indexing, retention, retrieval, and destruction of optical images, is required.
• Supervisory experience is preferred.

Training:

• High school diploma or GED equivalent is required.
• Associates degree in public or business administration, records management, or a closely related field is preferred.
• Specialized records management training, including the indexing, retention, retrieval, and destruction of optical images, is preferred.

License or Certificates:

• Possession of, or ability to obtain, and maintain a valid California driver license with a satisfactory driving record is required. (A driving record may be deemed unsatisfactory for any of the following reasons: three or more moving violations or reportable accident within the last three years; conviction of driving under the influence within the last five years.)
• Certified Records Manager (CRM) certification is preferred.

Special Requirements:

• Must Successfully complete a pre-employment background investigation, fingerprints, and physical.
• Must be willing and able to work various hours, including early mornings, evenings, weekends, and holidays.

WORKING CONDITIONS

The following work environment and physical conditions described here are representative of those an employee encounters while performing essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions and expectations.

This position regularly works in an office environment and travels from site to site; exposure to standard office equipment, including computers, phones, photocopiers, filing cabinets, and fax machines; regularly communicates in person and may require maintaining physical conditions necessary for sitting, standing, and bending for prolonged periods of time; manual dexterity and coordination; moderate lifting, carrying, pulling, pushing, bending; operating and driving a vehicle for extended periods.

Application and Exam Information

A completed application, resume and supplemental questionnaire are required by the closing date and time. As a candidate for the position, you will want to be sure your application accurately reflects your skills and abilities as they relate to the position to achieve maximum opportunity. Applications will be reviewed carefully and only those who appear to have the best qualifications will be invited to continue in the selection process.

Minimum requirements must be clearly demonstrated on the application to be considered as this information will be used to determine minimum qualifications. Experience requirements must be demonstrated in the "Work Experience" section of the application, other sections of the application will not be used to determine experience qualifications.

Resumes and other documents may be submitted, however, they will not be used to determine minimum qualifications, please do not use phrases such as "see attached" or "see resume" as they will not be considered. Meeting the minimum requirements does not guarantee an invitation to compete further in the process. Minimum requirements must be met at the time of application submission unless stated otherwise.

The selection process for this position may include one or more of the following: application review, qualification review, written exam, practical exam, oral panel exam, and department interview.

Candidates must successfully pass each stage of the selection process above in order to continue to the next step. This process may be modified or changed depending on the number of qualified candidates.

Please remember to submit all your application materials by the closing date and time. Incomplete or applications received after the closing date and time cannot be considered. All information on the application is subject to investigation and verification.

For more information on completing your application materials click here.

If you are ready to join the exciting Team Palm Springs and you meet the requirements detailed above, please click the apply button. For more information contact Human Resources at:

The City of Palm Springs

3200 East Tahquitz Canyon Way

Palm Springs, CA 92262

www.palmspringsca.gov

760-323-8215

Applications must be received by 4:00 pm, November 19, 2026 in order to be considered for this opportunity. The City of Palm Springs reserves the right to accelerate or extend the "Closing Date" of open positions at any time, dependent upon the number of applications received.

The City of Palm Springs is an equal employment opportunity employer and we encourage all persons to file applications. Applicants will be considered regardless of race, color, creed, national origin, ancestry, age, sex, sexual orientation, gender, gender identity, gender expression, family or marital status, disability, medical condition or pregnancy, genetic information, religious or political affiliation, or veteran status.

Disaster Service Worker: In accordance with Government Code Section 3100, City of Palm Springs Employees, in the event of a disaster, are considered disaster service workers and may be asked to respond accordingly.

The City of Palm Springs provides a comprehensive benefit program for employees including:

• Medical, Dental, & Vision Insurance
• Retiree Health Savings Plan
• Life Insurance
• Long Term Disability Plan
• Employee paid Supplemental Insurance Programs
• Employee paid Deferred Compensation Program
• Employee Assistance Program
• Tuition Reimbursement Program
• Retirement Plan through California Public Employees Retirement System (CalPERS)
• Benefit program details vary by work unit and bargaining contracts. Click here to view additional information and bargaining unit contracts.
• The City does not participate in the Social Security program, except for the mandatory 1.45% Medicare contribution for all regular positions.

01

Each applicant must complete this supplemental questionnaire as a part of the application screening and selection process. The information you provide will be reviewed and may be used to further evaluate your experience and education to move forward in the selection process. Incomplete responses, false statements, omissions, or partial information may result in disqualification from the selection process. Do you agree to answer each supplemental question truthfully and that your responses can be verified from the information included in the Work Experience and Education sections of your application?

• Yes
• No

02

Do you have the three (3) years of increasingly responsible experience in records management, archives, and municipal support, including indexing, retention, retrieval, and destruction of optical images?

• Yes
• No

03

Please describe your three (3) years of increasingly responsible experience in records management, archives, and municipal support, including indexing, retention, retrieval, and destruction of optical images and where you gained that experience. Note: Entering "N/A" or "See Resume/Application" does not qualify as an acceptable response. If none, please indicate "none".

04

Do you have the required High School diploma or equivalent?

• Yes
• No

05

Do you have the preferred Associates degree from an accredited college or university with major course work in public or business administration, records management, or a closely related field or any combination of education and experience that provides equivalent knowledge, skill, and abilities? (Education may be substituted on a year for year basis with related job experience, experience is in addition to any other required experience.)

• Yes
• No

06

Do you have the preferred supervisory experience?

• Yes
• No

07

Please describe your supervisory experience and where you gained that experience. Note: Entering "N/A" or "See Resume/Application" does not qualify as an acceptable response. If none, please indicate "none".

08

Do you have the preferred experience working in a public sector agency? (Public sector agency includes State, County, School, or City Government, Law Enforcement, or other Public Sector Agency)

• Yes
• No

09

Please indicate the type(s) of public sector agency(s) where you have worked. Check all that apply.

• City Government
• County Government
• State Government
• School District
• Law Enforcement
• Special District
• Other Public Sector Agency
• I Have No Public Sector Experience

10

Do you have possession of and ability to maintain, the required appropriate, valid California driver license, with a satisfactory driving record?

• Yes, I have possession of and ability to maintain, the required appropriate, valid California driver license, with a satisfactory driving record
• No, but I am able to obtain and have the ability to maintain, the required appropriate, valid California driver license, with a satisfactory driving record by the time of appointment
• No

11

Do you have the preferred specialized records management training, including the indexing, retention, retrieval, and destruction of optical images?

• Yes
• No

12

Please describe your specialized records management training, including the indexing, retention, retrieval, and destruction of optical images and where you gained that experience. Note: Entering "N/A" or "See Resume/Application" does not qualify as an acceptable response. If none, please indicate "none".

13

Do you have the preferred Certified Records Manager (CRM) Certification?

• Yes
• No

14

Please select the areas below that you have knowledge in. Check all that apply.

• Public Records Act (PRA) requirements, legal exemptions, and best practices for the review, release, and protection of public records
• Electronic Document Management Systems (EDMS) and related software
• Records management functions, practices, procedures, and standards associated with physical and digital records and digital information
• Municipal Code provisions related to the operations of the City Clerks function and matters which come before the City Council and its Commissions/Committees
• Archival collections management software
• Local, state, and federal laws relating to the maintenance, retention, and release of a variety of records and information
• None of the above

15

Please select the areas below that you have participated in. Check all that apply

• Supervise, train, direct, evaluate and coordinate the work of lower level staff
• Respond to requests and inquiries from the general public
• Design, implement, and maintain detailed record systems; analyze records management system problems
• Interpret and apply Public Records Act (PRA) requirements, legal exemptions, and related case law to ensure accurate, consistent, and legally compliant responses to records requests
• Prepare and present clear and accurate reports and other written correspondence
• Maintain highly sensitive and confidential information
• None of the above

16

Select one box that identifies your proficiency using Microsoft Word.

• No Experience
• Basic: opening, creating, and saving simple documents; using form letters/templates; cutting and pasting; etc.
• Intermediate: creating form letter templates; creating and using styles; cutting and pasting from unlike data sources; mail merge; setting up headers/footers; working with margins; etc.
• Advanced: creating macros; creating multiple section breaks with different page numbers; creating automatic table of contents; creating columns; etc.

17

Select one box that identifies your proficiency using Microsoft Excel.

• No Experience
• Basic; data entry; input data to create simple reports; using and creating simple formulas; inserting rows/columns; deletlng rows/columns
• Intermediate; using complex formulas; using macros; creating spreadsheets/worksheets; freezing/unfreezing panes; hiding/unhiding data; etc.
• Advanced; creating macros; creating complex spreadsheets; extracting data from multiple sources and worksheets; creating charts and graphs; etc.

18

Select one box that most identifies your proficiency in using Microsoft Outlook.

• No Experience
• Basic: creating Emails, attaching files, making and changing appointments, customizing the ribbon, working with reminders, moving messages between folders, creating signatures, searching for and flagging messages
• Intermediate: previewing attachments, categorizing messages, printing calendars, using quick parts, creating meeting invitations, using the different views, taking meeting notes, inserting online pictures, setting a default signature, using groups
• Advanced: setting up recurring meetings, adding and removing columns, working with notes, working with hyperlinks, creating templates, archiving messages, creating rules, assigning tasks
• Expert: exporting calendars, adding and changing time zones, attaching email messages to other messages, using spelling and grammar check, specifying default fonts, setting delayed delivery options, encrypting messages, using smart lookup feature, setting permissions, creating tasks without opening Outlook

19

Please list any Electronic Document Management Systems (EDMS), Archival Collections Management software, and any other related software you are proficient in. If none, please indicate "none".

20

Are you willing and able to work various hours including early morning, evenings, weekends, and holidays?

• Yes
• No

21

Have you attached the required resume to your application? Note: Applications without a resume will be deemed an "Incomplete Application".

• Yes
• No

Required Question

Employer City of Palm Springs

Address 3200 East Tahquitz Canyon Way

Palm Springs, California, 92262

Phone 760-323-8215

Website http://www.palmspringsca.gov