Records Manager

Records Manager

Salary

$87,084.00 - $116,772.00 Annually

Location

City Hall - 300 North Coast Highway - Oceanside, CA

Job Type

Full Time

Job Number

2627-13

Department

City Clerk

Opening Date

07/27/2026

Closing Date

8/7/2026 11:59 PM Pacific

• Description
• Benefits
• Questions

Introduction

The City of Oceanside is seeking a RECORDS MANAGER with experience overseeing municipal records management, document imaging, archives, and records retention programs. This position will manage the Citys records management and imaging operations, oversee off-site records storage and archival collections, supervise Records Center staff, and provide guidance to City departments on records management policies, retention schedules, and document imaging procedures. The Records Manager will ensure compliance with applicable federal, state, and local laws governing public records while preserving the Citys historical records and providing excellent customer service to City staff and the public.

The Ideal Candidate will have experience with:

• Managing records management, document imaging, and electronic records systems
• Developing, implementing, and administering records retention schedules and records disposition programs
• Overseeing off-site records storage facilities and archival collections
• Preserving historical records and applying archival best practices for paper and electronic records
• Coordinating document scanning, imaging, microfilm conversion, and digital preservation projects
• Training staff on records management policies, document imaging software, and records retrieval procedures
• Supervising staff, assigning work, evaluating performance, and improving operational workflows
• Responding to Public Records Act requests, litigation support requests, and historical research inquiries
• Interpreting and applying records management laws, confidentiality requirements, and records retention regulations
• Managing records databases, inventory systems, and document indexing processes
• Coordinating records management projects and vendor services
• Demonstrating exceptional attention to detail while maintaining accurate, organized, and secure records

The position will also support the City Clerks Office in carrying out statutory and administrative responsibilities. Relevant experience may include:

• Assisting with municipal election administration and related records requirements
• Knowledge of the California Brown Act and open meeting requirements
• Preparing and maintaining official City records, agendas, minutes, and legal documents
• Administering oaths of office and supporting City Clerk functions as assigned
• Assisting City departments and members of the public with records research and information requests
• Preparing reports, correspondence, and documentation related to records management and City Clerk operations

In addition to these specialized responsibilities, the selected candidate will perform the full range of Records Manager duties, including staff supervision, project coordination, budget administration, policy development, process improvement, vendor management, records preservation, and ensuring the Citys records management program remains compliant, efficient, and responsive to the needs of City departments and the public.

Examples of Duties

The Records Manager manages the Citywide document-imaging program; trains staff from all departments in software use, retrieval procedures, and records management procedures and policies; coordinates the organization, staffing, and operational activities for the Citys off-site Record Storage and Imaging Center; oversees and participates in activities related to the security, preservation, and conservation of inactive records and documents; designs, creates, and implements document management databases and applications; manages various database tables, forms, and queries for the City Clerks Office; supervises the receipt and processing of City documents, files, and materials transferred to the Records Center and Archives; supervises the checkout and return of documents to City departments and outside agencies; oversees and participates in providing delivery services for material requested from and returned to the Record Center; oversees the acquisition and preservation of material into the archival collections; supervises the shredding and recycling of material authorized by department retention schedules and City Council action for disposal; provides scanning of photographs/documents and electronic editing services for the City Clerks Office and for delivery of requested records electronically; identifies opportunities for improving service delivery methods and procedures; identifies resource needs; reviews with appropriate management staff; implements improvements; assists with the development of imaging facilities for the conversion of documents to microfilm and digital format; oversees the imaging program and maintains the microform collection; coordinates with vendors for the conversion of documents to microfilm; directs, coordinates, and reviews the work plan for assigned services and activities; assigns work activities and projects; monitors work flow; reviews and evaluates work products, methods, and procedures; meets with staff to identify and resolve problems; selects, trains, motivates, and evaluates assigned personnel; provides or coordinates staff training; works with employees to correct deficiencies; provides training to City departments related to maintaining, preserving, and transferring records into short or long term storage; provides research assistance to City staff, citizens and researchers including research for freedom of information requests, public records requests, litigation, and historical research; participates in the development and administration of assigned program budget; forecasts funds needed for staffing, equipment, materials, and supplies; monitors and verifies expenditures; recommends adjustments as necessary; provides staff assistance to the Assistant City Clerk; participates on a variety of committees; prepares and presents staff reports and other correspondence as appropriate and necessary; attends and participates in professional group meetings; stay abreast of new trends and innovations in the field of records management; assists with election requirements and preparation and distribution of handbooks for advisory groups and political candidates.

Minimum Qualifications

Knowledge of:

• Principles and practices of supervision, training and performance evaluation.
• Document imaging software.
• Operational characteristics, services, and activities of a modern records management program.
• Modern and complex principles and practices of records and information management.
• Computer network and operating systems as well as applicable software applications used in records management including database software programs used for inventory management and access to record holdings.
• Principles and practices of file indexing and filing systems.
• Principles and techniques used in electronic imaging systems and photographic imaging systems.
• Methods, techniques, and principles used in the preservation and maintenance of various materials including paper, film, and electronic media.
• Principles of municipal budget preparation and control.
• Modern office procedures, methods, and equipment including computers.
• Procedures used in implementing legal guidelines, regulations, laws, and procedures governing the confidentiality, security, and administration of municipal records.
• Pertinent Federal, State, and local laws, codes, and regulations governing the utilization, preservation, and disposition of City records.
• Principles of business letter writing and basic report preparation.

Ability to:

• Select, supervise, train, evaluate and coordinate the work of staff.
• Use computer software programs and hardware and other technology pertinent to area of specialization.
• Analyze problems, identify alternative solutions, project consequences of proposed actions, and implement recommendations in support of goals.
• Interpret, explain, and apply administrative and departmental policies and procedures including those related to records management.
• Locate information and data required by the City and develop procedures to organize, evaluate, and develop reports for the information.
• Prepare clear and concise reports.
• Operate forklifts and other motorized equipment.
• Effectively organize and prioritize work to meet established deadlines.
• Communicate clearly and concisely, both orally and in writing.
• Establish and maintain effective relationships with those contacted in the course of work.

Experience and Training

Any combination of education, training, and experience that provides the knowledge, skills, and abilities required is qualifying. A typical way to obtain the requisite knowledge, skills and abilities are as follows:

Experience: Four (4) years of records management/archives experience including experience in inventorying records and managing off-site records storage facilities.

Training:Bachelors degree from an accredited college or university with major course work in history, business administration, public administration, or a related field.

License/Certificate:

• An appropriate, valid, California drivers license with a satisfactory driving record.
• Possession of, or ability to obtain, an appropriate, valid forklift operators license.
• Certified Records Manager (CRM) or Certified Document Imaging Architect (CDIA) certification is highly desirable.

Special Requirements: Pass a background investigation including a

Working Conditions and Selection Process

Environmental Conditions: Office and warehouse environment; exposure to computer screens; exposure to dust.

Physical Conditions: Essential functions may require maintaining physical condition necessary for properly lifting boxes of records weighing up to 50lbs. and handling these boxes on ladders at heights of 10 to 12 feet; operating various motorized equipment; sitting and standing for prolonged periods of time; repeated bending; speaking and hearing to exchange information.

Selection Process: All properly completed applications will be reviewed and the most appropriately qualified individuals will be invited to continue in the selection process. Failure to provide all required application materials will result in disqualification from the selection process. The process may include any combination of a written exam, oral exam, and/or skills assessment to further evaluate job related qualifications. Candidates who successfully complete the selection process will be placed on an eligibility list and will remain eligible for employment consideration for a minimum of one year.

RESUMES ARE NOT ACCEPTED IN LIEU OF A COMPLETED APPLICATION AND SUPPLEMENTAL QUESTIONNAIRE.

CANDIDATES WHO REQUIRE A REASONABLE ACCOMMODATION IN THE SELECTION PROCESS SHOULD STATE THEIR NEEDS IN WRITING WHEN SUBMITTING AN APPLICATION PACKAGE.

THE PROVISIONS OF THIS BULLETIN DO NOT CONSTITUTE AN EXPRESSED OR IMPLIED CONTRACT. ANY PROVISION CONTAINED IN THIS BULLETIN MAY BE MODIFIED OR REVOKED WITHOUT NOTICE.

Note: Prospective employees will undergo, and must successfully pass, a background reference check (live scan fingerprint), polygraph, psychological exam, and a medical exam, which may include a drug testing.

ANTICIPATED RECRUITMENT TIMETABLE*

Recruitment Closes: Friday, August 7, 2026 @ 11:59 P.M.

Department Selection Interview Panel: Week of August 24, 2026

• Please note, all dates and/or timeframes are subject to change.

THE CITY OF OCEANSIDE IS AN EQUAL OPPORTUNITY EMPLOYER

CITY OF OCEANSIDE

Management Employees of the City of Oceanside (Non-Safety)

Benefit Summary

The following is a highlight of benefits

Retirement

Public Employees Retirement System (PERS)

• Employees hired after January 1, 2013 are subject to the State laws of PEPRA in regard to retirement benefits. Each individuals benefits may differ. Consult with Employee Benefits for further details
• Third Level 1959 Survivor Credit
• Survivor Continuation option

Additional Retirement Credit Purchase Options

• Buy additional Service Retirement Credit
• Service Credit for unused Sick Leave
• Buy additional Military Service Credit

Health Insurance

Medical:

• Kaiser HMO
• Blue Shield HMO
• Blue Shield PPO

Dental

• Delta Preferred Option (DPO)
• Delta Care USA (DHMO)

Vision:

• Vision Service Plan (VSP)

Pre-Tax Benefits

Health benefits are offered on a pre-tax basis and employees cannot add or delete coverage or benefits unless a qualifying event has occurred.

Employee Assistance Program (EAP)

The Anthem EAP is paid for by the City.

• Available to all members of your household
• 6 free confidential counseling visits per incident
• Self-service support online or by phone

Disability and Life Insurances

The STD/LTD/LIFE and AD&D Lincoln Financial premiums are paid for by City.

Short-Term Disability (STD) Insurance:

• First 90 days - benefits paid at 55% of weekly salary to a maximum weekly benefit of $700 for non-work related disability only
• Seven day waiting period unless hospitalized
• All sick leave must be exhausted before STD is used

Long-Term Disability Insurance:

• After 90 days - benefits paid at 66.7% of monthly salary to a maximum monthly benefit of $6,000 for any disability

Life and AD&D Insurance:

• 1 times annual base salary; minimum of $30,000 and maximum of $200,000 of Basic Life & AD&D

Voluntary Benefits

Benefits are employee paid.

Supplemental Life Insurance through Lincoln Financial:

• Premiums are determined by age
• Purchased up to a maximum $500,000 for employees
• Spousal coverage up to the employee amount
• Dependent coverage up to $10,000

Flexible Spending Accounts through BCC:

• Utilizes a debit card as a form of payment
• Health Care Spending Account - maximum annual deferral is $3,400
• Dependent Care Spending Account - maximum annual deferral is $7,500

Deferred Compensation - 457 through Empower:

• 457 - Maximum annual pre/post-taxed amount is $24,500 for 2026; over age 50 may contribute an additional $8,000

MetlLife Legal Plan

• Telephone and office consultations are available for an unlimited number for personal legal matters with an attorney of your choice.

GotZoom Student Loan Relief

• Provides a no-obligation benefit analysis for federal student loans to identify, maximize and enroll employees into Federal Loan Repayment and Forgiveness Programs.

ScholarShare 529

• An easy to manage plan that helps make the most of your or a designated beneficiary's college savings with tax benefits.

Leave Benefits

Vacation:

All accurals are based on 80 hours in a paid status

1 - 5 years: 3.58 hours

6 - 10 years: 5.12 hours

11 - 15 years: 6.65 hours

16+ years: 8.19 hours

Maximum accrual:

• 360 hours for those hired before 7/1/95
• 300 hours for those hired 7/1/95 or after

Holidays:

• New Years Day
• Martin Luther King Jr Day
• Memorial Day
• Independence Day
• Labor Day
• Veterans Day
• Thanksgiving Day
• Friday after Thanksgiving Day
• Christmas Day
• 48 hours Floating Holidays per fiscal year
• Exempt employees receive 50 hours of Executive leave per fiscal year

Sick Leave:

Accrual: 12 days per year

Max accrual: Unlimited

Annual pay off: Up to 50% based on annual usage

Sick Leave pay off at separation:

• Sick leave paid out depends on years of service and whether an employee retires or terminates

Bereavement Leave:

• Three days for death of employees immediate family member
• Two additional days may be charged to sick leave upon approval

Tuition Reimbursement

Up to $2,000 per fiscal year

Certification Pay

Determined by the head of the department, a $1.00 per hour will be given to employees with certain State of California Certifications on an as needed basis.

Bilingual and Notary Pay

Bilingual: $1.73 per hour for eligible employees

Notary: $.58 per hour for eligible employees

Safety Shoes

The City will provide reimbursement up to $200 towards the purchase price of safety shoes to employees who are required to wear such shoes on the job.

Uniforms

The City will provide an annual uniform allowance, for any public safety employee required to wear one, in the amount of $475.

Term of Compensation Plan

Effective July 1, 2024 - June 30, 2026

This is a summary of available benefits. It is not intended to provide full details of all programs. The appropriate Memorandum of Understanding, Compensation Plan and/or Benefit Plan Documents will govern any discrepancies and provide program specifics.

01

What is your highest level of formal education?

• High School, GED or equivalent
• Some College Coursework
• AA Degree
• Bachelors Degree
• Masters Degree
• PhD

02

How many years of records management experience do you possess?

• None
• 1 year
• 2-3 years
• Four or more years of experience

03

Do you have any work experience managing retention schedules that includes the oversight of off-site record storage facilities.

• Yes
• No

04

If so, describe your work experience in developing or managing a records retention schedule including the inventory process of those records?

05

Do you have a valid Certified Records Manager (CRM) or Certified Document Imaging Architect (CDIA) certification?

• Yes
• No

06

Do you have a valid forklift operators license?

• Yes
• No

07

Describe your work experience in working with the California Public Records Act and other State regulatory requirements that relate to the control, access and retention of government records?

08

Do you have present or past City Clerk or comparable department experience?

• Yes
• No

09

CERTIFICATE OF APPLICANT: I certify that all statements and information provided in this application and any attachments are true, and I understand that any false or misleading statements or omissions of material facts may forfeit right to employment considerations by the City of Oceanside.

• Yes
• No

Required Question

Employer City of Oceanside

Address 300 North Coast Highway, City Hall South

Oceanside, California, 92054

Phone 760-435-3511

Website http://www.ci.oceanside.ca.us