Records Management Specialist (U)
City of San Bernardino, California, MO, United States
About the City:
As a future member of our team, you’ll be joining a city with deep roots, cultural diversity, and exciting momentum. Located in the heart of Southern California’s Inland Empire, San Bernardino is the county seat and largest city in San Bernardino County, home to more than 222,000 residents. Its rich history — shaped by Native American, Mexican, and Spanish influences — continues to inspire the city’s evolving identity. San Bernardino offers access to major transit corridors, natural beauty, and a wide range of housing and lifestyle options. It’s a place where public service careers are supported by a strong sense of community and purpose — and where motivated professionals can grow, contribute, and be part of something meaningful. About the Position:
Under general supervision, the Records Management Specialist performs specialized and highly responsible duties in records management, California Public Records Act (CPRA) compliance, and legal document processing, including subpoenas and summonses. You will maintain centralized City records, ensure timely and legally compliant responses to public records requests, and assist the City Clerk in preparing City Council agendas and supporting official meetings. This journey-level position is ideal for candidates with experience in records management systems, strong organizational skills, and a commitment to accuracy, confidentiality, and public service. You will serve as a critical resource for both the public and City departments, helping to safeguard important City records while supporting transparency and accountability. Ideal Candidate:
The ideal candidate for the Records Management Specialist role is highly organized, detail-oriented, and committed to public service and transparency. They have experience managing records in both physical and electronic formats and are comfortable navigating document management systems. This candidate demonstrates strong knowledge of the California Public Records Act (CPRA) and legal document handling, including subpoenas and summonses. They are an excellent communicator, capable of interacting professionally with City staff, the public, and legal representatives. The ideal candidate is proactive, able to prioritize competing tasks, and maintains a high level of confidentiality and accuracy in all work. Key Attributes:
Strong organizational and analytical skills Familiarity with records management software and digital imaging systems Knowledge of public records laws and retention schedules Excellent written and verbal communication skills Ability to work independently and collaboratively Professional, courteous, and customer-service oriented A Day in the Life:
Starting the day by reviewing and prioritizing incoming California Public Records Act (CPRA) requests and subpoenas. Coordinating with City departments to collect responsive documents, reviewing materials for confidentiality, and preparing responses. Updating the City’s records retention schedule and maintaining both physical and electronic files to ensure compliance with legal and administrative requirements. Responding to public inquiries regarding records, fees, or document access, providing exceptional customer service. Collaborating with the City Attorney on complex or urgent legal requests and ensuring timely follow-up. Performing ongoing audits of records systems to ensure accuracy and compliance and providing guidance or training to staff on proper records management practices. Throughout the day, the Records Management Specialist balances routine records maintenance with time-sensitive legal requests, ensuring the City’s records are accurate, accessible, and compliant with state and local laws. Education and Experience:
Possession of a High School Diploma, G.E.D., or equivalent, supplemented by coursework in records management; and three (3) years of progressively responsible experience in developing and maintaining filing and records systems, preferably involving the operations of computer-based document management systems; or an equivalent combination of education, training, and experience. Desirable Qualifications:
Experience in a City Clerk’s Office or public sector records management. Familiarity with electronic document management or imaging systems. Knowledge of California Public Records Act (CPRA) processes and legal document handling. Strong organizational skills and attention to detail. Experience supporting City Council agendas, minutes, or public meetings. Licenses, Certifications, and Equipment:
A valid State driver’s license. Ability to obtain certification as a U.S. Passport Acceptance Agent preferred. Knowledge:
Principles, practices, methods and techniques of document and records management programs. California Public Records Act and other local, state, and federal laws relating to the maintenance, retention, and release of a wide variety of documents. Procedures, techniques, and methods of document preservation. Computer and database structures and programs applicable to records management programs. Documents storage and retrieval technologies, their uses and capabilities. Standard office practices, procedures, and equipment. Skill in:
Developing and administering a centralized records management program to meet all applicable laws and regulations regarding the maintenance of public records. Operating a personal computer with standard business software. Operating document imaging equipment and software. Analyzing records management problems, reaching sound conclusions, and recommending improved procedures, equipment, and facilities. Organizing work, setting priorities, and providing support to meet records management needs. Evaluating California Public Records Act requests and providing copies of relevant records in accordance with legal requirements and the City's interests. Exercising sound, independent judgment within established guidelines. Classifying, indexing, processing, filing, and retrieving a wide variety of materials under a comprehensive records management system. Cash handling. Preparing clear and accurate reports and other written correspondence. Communicating clearly and concisely. Establishing and maintaining effective relationships. Providing exceptional customer service to the public and internal customers. Ability to take direction and work collaboratively as needed. Recruitment Timeline:
This recruitment will remain open until a sufficient number of qualified applications have been received. Application review: Week of Monday, March 23, 2026 Interview/Written Assessment: Week of March 30, 2026, or agreed upon date. Department Interview: Week of April 6, 2026, or agreed upon date. All dates are subject to change at the discretion of the personnel officer. All applicants are required to submit an online application through the City’s official website at www.sbcity.org. This recruitment will remain open until Sunday, March 22, 2026, at 11:59pm or until a sufficient number of qualified applications have been received. Applications must be fully completed and clearly demonstrate that the minimum qualifications for the position are met. All information provided is subject to review, investigation, and verification. While resumes may be uploaded as supplemental documentation, they will not be accepted in place of a fully completed City application. Following the initial screening, the most qualified candidates whose backgrounds best match the needs of the City will be invited to continue in the selection process. Meeting the minimum qualifications does not guarantee advancement. Candidates will remain under consideration until a final selection is made and an offer is accepted. The City of San Bernardino reserves the right to close the recruitment at any time and may determine that none of the applicants, including those who meet the minimum qualifications, are suitable for the position. Successful candidates shall be required to: Pass a reference and background verification. References will not be contacted until mutual interest has been established. Degree verification. Pass a pre-employment medical exam, which includes a drug screen. Starting salary based on education and/or experience and internal equity. E-Verify Participation
The City of San Bernardino participates in the E-Verify program. In compliance with federal law, all employers are required to verify the identity and employment eligibility of individuals hired to work in the United States. Accordingly, the City will provide information from each new employee’s Form I-9 to the U.S. Department of Homeland Security and the Social Security Administration to confirm authorization to work in the United States. For more information about E-Verify, please visit the U.S. Citizenship and Immigration Services website at www.uscis.gov. Disclaimers
The City of San Bernardino is an Equal Employment Opportunity Employer. The City follows a nepotism policy, which may impact hiring decisions if an applicant has relatives currently employed by the City. In compliance with the Americans with Disabilities Act (ADA), the City provides reasonable accommodations for individuals with disabilities. Each request is evaluated on a case-by-case basis. To request an accommodation, please contact the Human Resources Department directly at (909) 998-2060. This bulletin is intended for informational purposes only and does not constitute a contract, expressed or implied. Its contents may be modified or withdrawn without prior notice. Contact Information
For questions regarding this recruitment, contact Human Resources at 909-998-2060 or email Lizette Fernandez at Fernandez_Li@sbcity.org. Additional information is available at www.sbcity.org.
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As a future member of our team, you’ll be joining a city with deep roots, cultural diversity, and exciting momentum. Located in the heart of Southern California’s Inland Empire, San Bernardino is the county seat and largest city in San Bernardino County, home to more than 222,000 residents. Its rich history — shaped by Native American, Mexican, and Spanish influences — continues to inspire the city’s evolving identity. San Bernardino offers access to major transit corridors, natural beauty, and a wide range of housing and lifestyle options. It’s a place where public service careers are supported by a strong sense of community and purpose — and where motivated professionals can grow, contribute, and be part of something meaningful. About the Position:
Under general supervision, the Records Management Specialist performs specialized and highly responsible duties in records management, California Public Records Act (CPRA) compliance, and legal document processing, including subpoenas and summonses. You will maintain centralized City records, ensure timely and legally compliant responses to public records requests, and assist the City Clerk in preparing City Council agendas and supporting official meetings. This journey-level position is ideal for candidates with experience in records management systems, strong organizational skills, and a commitment to accuracy, confidentiality, and public service. You will serve as a critical resource for both the public and City departments, helping to safeguard important City records while supporting transparency and accountability. Ideal Candidate:
The ideal candidate for the Records Management Specialist role is highly organized, detail-oriented, and committed to public service and transparency. They have experience managing records in both physical and electronic formats and are comfortable navigating document management systems. This candidate demonstrates strong knowledge of the California Public Records Act (CPRA) and legal document handling, including subpoenas and summonses. They are an excellent communicator, capable of interacting professionally with City staff, the public, and legal representatives. The ideal candidate is proactive, able to prioritize competing tasks, and maintains a high level of confidentiality and accuracy in all work. Key Attributes:
Strong organizational and analytical skills Familiarity with records management software and digital imaging systems Knowledge of public records laws and retention schedules Excellent written and verbal communication skills Ability to work independently and collaboratively Professional, courteous, and customer-service oriented A Day in the Life:
Starting the day by reviewing and prioritizing incoming California Public Records Act (CPRA) requests and subpoenas. Coordinating with City departments to collect responsive documents, reviewing materials for confidentiality, and preparing responses. Updating the City’s records retention schedule and maintaining both physical and electronic files to ensure compliance with legal and administrative requirements. Responding to public inquiries regarding records, fees, or document access, providing exceptional customer service. Collaborating with the City Attorney on complex or urgent legal requests and ensuring timely follow-up. Performing ongoing audits of records systems to ensure accuracy and compliance and providing guidance or training to staff on proper records management practices. Throughout the day, the Records Management Specialist balances routine records maintenance with time-sensitive legal requests, ensuring the City’s records are accurate, accessible, and compliant with state and local laws. Education and Experience:
Possession of a High School Diploma, G.E.D., or equivalent, supplemented by coursework in records management; and three (3) years of progressively responsible experience in developing and maintaining filing and records systems, preferably involving the operations of computer-based document management systems; or an equivalent combination of education, training, and experience. Desirable Qualifications:
Experience in a City Clerk’s Office or public sector records management. Familiarity with electronic document management or imaging systems. Knowledge of California Public Records Act (CPRA) processes and legal document handling. Strong organizational skills and attention to detail. Experience supporting City Council agendas, minutes, or public meetings. Licenses, Certifications, and Equipment:
A valid State driver’s license. Ability to obtain certification as a U.S. Passport Acceptance Agent preferred. Knowledge:
Principles, practices, methods and techniques of document and records management programs. California Public Records Act and other local, state, and federal laws relating to the maintenance, retention, and release of a wide variety of documents. Procedures, techniques, and methods of document preservation. Computer and database structures and programs applicable to records management programs. Documents storage and retrieval technologies, their uses and capabilities. Standard office practices, procedures, and equipment. Skill in:
Developing and administering a centralized records management program to meet all applicable laws and regulations regarding the maintenance of public records. Operating a personal computer with standard business software. Operating document imaging equipment and software. Analyzing records management problems, reaching sound conclusions, and recommending improved procedures, equipment, and facilities. Organizing work, setting priorities, and providing support to meet records management needs. Evaluating California Public Records Act requests and providing copies of relevant records in accordance with legal requirements and the City's interests. Exercising sound, independent judgment within established guidelines. Classifying, indexing, processing, filing, and retrieving a wide variety of materials under a comprehensive records management system. Cash handling. Preparing clear and accurate reports and other written correspondence. Communicating clearly and concisely. Establishing and maintaining effective relationships. Providing exceptional customer service to the public and internal customers. Ability to take direction and work collaboratively as needed. Recruitment Timeline:
This recruitment will remain open until a sufficient number of qualified applications have been received. Application review: Week of Monday, March 23, 2026 Interview/Written Assessment: Week of March 30, 2026, or agreed upon date. Department Interview: Week of April 6, 2026, or agreed upon date. All dates are subject to change at the discretion of the personnel officer. All applicants are required to submit an online application through the City’s official website at www.sbcity.org. This recruitment will remain open until Sunday, March 22, 2026, at 11:59pm or until a sufficient number of qualified applications have been received. Applications must be fully completed and clearly demonstrate that the minimum qualifications for the position are met. All information provided is subject to review, investigation, and verification. While resumes may be uploaded as supplemental documentation, they will not be accepted in place of a fully completed City application. Following the initial screening, the most qualified candidates whose backgrounds best match the needs of the City will be invited to continue in the selection process. Meeting the minimum qualifications does not guarantee advancement. Candidates will remain under consideration until a final selection is made and an offer is accepted. The City of San Bernardino reserves the right to close the recruitment at any time and may determine that none of the applicants, including those who meet the minimum qualifications, are suitable for the position. Successful candidates shall be required to: Pass a reference and background verification. References will not be contacted until mutual interest has been established. Degree verification. Pass a pre-employment medical exam, which includes a drug screen. Starting salary based on education and/or experience and internal equity. E-Verify Participation
The City of San Bernardino participates in the E-Verify program. In compliance with federal law, all employers are required to verify the identity and employment eligibility of individuals hired to work in the United States. Accordingly, the City will provide information from each new employee’s Form I-9 to the U.S. Department of Homeland Security and the Social Security Administration to confirm authorization to work in the United States. For more information about E-Verify, please visit the U.S. Citizenship and Immigration Services website at www.uscis.gov. Disclaimers
The City of San Bernardino is an Equal Employment Opportunity Employer. The City follows a nepotism policy, which may impact hiring decisions if an applicant has relatives currently employed by the City. In compliance with the Americans with Disabilities Act (ADA), the City provides reasonable accommodations for individuals with disabilities. Each request is evaluated on a case-by-case basis. To request an accommodation, please contact the Human Resources Department directly at (909) 998-2060. This bulletin is intended for informational purposes only and does not constitute a contract, expressed or implied. Its contents may be modified or withdrawn without prior notice. Contact Information
For questions regarding this recruitment, contact Human Resources at 909-998-2060 or email Lizette Fernandez at Fernandez_Li@sbcity.org. Additional information is available at www.sbcity.org.
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