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Document Management Associate

Salary $44,190.00 AnnuallyLocation Port of San Diego, CAJob TypeFull-timeDepartmentOffice of the District ClerkJob NumberFY 20/21 #00017Closing5/2/2021 11:59 PM Pacific

Description

Join the Office of the District Clerk in a customer-focused, dynamic role where you will be an ambassador for the Port, help prepare for and run our Board meetings, and interact daily with the public, our tenants, and staff organization-wide. Come join the Office of the District Clerk where we believe that cross training and team work are essential!

GENERAL PURPOSE

Under general supervision, plans, organizes, coordinates, implements and maintains District document management programs; performs a variety of responsible document management duties and/or assists with the planning and coordination concerning activities and services related to the meetings of the Board of Port Commissioners (BPC); preparation and distribution of the (BPC) agenda docket and minutes; ensures compliance with applicable laws regarding public notice of meetings and public records law; and performs related duties as assigned. Duties require high attention to detail and meeting of stringent legal and procedural deadlines.

DISTINGUISHING CHARACTERISTICS

Document Management Associate performs journey-level duties in the development and implementation of a District-wide records management programs.  Document Management Associate supports and assists in the managing and coordinating of the docket management processes and preparation of BPC minutes.

Document Management Associate is distinguished from Document Management Assistant in that an incumbent in the former class is responsible for more complex and difficult records management and/or agenda docket duties and knowledge of legal requirements associated with conducting of meetings by a public board and records management.Essential Duties and Responsibilities

The following statements are intended to describe the general nature and level of work performed by people assigned to this classification.  They are not intended to be an exhaustive list of all responsibilities, duties and skills required of personnel so classified.

1.    Plans, organizes, implements and maintains departmental document management and control programs, methods, practices and procedures to ensure compliance with all applicable laws and regulations; develops and implements District-wide policies and procedures for the organization retention, storage and retrieval of vital records and documents.  Trains departmental staff on documentation procedures and monitors documentation process on a day-to-day basis.

2.    Participates in developing, implementing and maintaining coding and indexing structures for use in document management programs; maintains and updates forms, indexes and records management databases or systems to track records; and maintains document status log.

3.    Conducts research and locates documents and records; receives researches and responds to requests for information.

4.    Implements and administers the District-Wide Records Retention Program in accordance with approved Records Retention Policy and Schedule including the preparation of Certificates of Destruction; and provides training to staff..

5.    Prepare and upload public records, BPC meeting and committee agendas and minutes, and meeting audio and video files available to the public via the District’s Intranet and Internet website.

6.    Participates in the preparation of the agenda docket for meetings of the BPC and its relevant committees and assembling all supporting documents.

7.    Assists with the assembly, copy and collation of agenda packets and binders for duplication and distribution.

8.    Participates in the preparation and distribution of the official minutes of Board meetings; and prepares and imports action agenda; ensures the posting requirements for BPC meetings are met.

9.    Attends regular and special Board meetings and participates in the logistical support for such meetings.

10.  Assists District staff with BPC meeting presentation materials and instructs staff on the use of boardroom equipment.

11.   Places procurement requests; reconciles purchase orders to requisitions; prepares and processes direct payment requests and invoices; schedules maintenance for office machines; reconciles bills, expense reports and credit card invoices.

12.  Researches and assembles information from a variety of sources for the preparation of records and reports.

OTHER DUTIES

Knowledge of:

  1. Office administrative and management practices and procedures.
  2. Principles, practices, methods and techniques of documents and records and documents storage and retrieval technologies.
  3. Principles and practices of sound business communication; correct English usage including spelling, grammar and punctuation.
  4. Computer equipment and advanced use of word processing, spreadsheet, graphics, Adobe Acrobat professional, website management software, records management software, and other software standard to the District.
  5. Basic research techniques, methods and procedures.
  6. Requirements of Brown Act, Fair Political Practices Commission (FPPC), and Public Records Act.

Ability to:

  1. Operate a personal computer with standard business software, including word processing, Adobe Acrobat, and other standard office equipment.
  2. Organize work, set priorities, meet critical deadlines while maintaining sufficient flexibility to meet other offices needs and follow up on work assignments with a minimum of supervision.
  3. Exercise sound, independent judgment within established guidelines.
  4. Establish and maintain effective working relationships with others encountered in the course of work.
  5. Prepare clear, concise and complete meeting documentation and other written correspondence and reports, and proofread materials.
  6. Communicate clearly, effectively and concisely, orally and in writing.
  7. Understand and follow written and oral instructions.
  8. Use tact, discretion and courtesy in dealing with customers to establish and maintain effective working relationships with others encountered in the course of work.
  9. Manage multiple and rapidly changing priorities.
  10. Ability to lift 30 to 40 pounds utilizing proper safety techniques to lift, carry and move objects.

MINIMUM REQUIREMENTS

Education, Training and Experience:

Graduation from high school or G.E.D. equivalent, and three years of increasingly responsible experience in records management or in providing public governing board support functions or Graduation from a four-year college or university with major course work in business, public administration or a closely related field; and at least one year of experience in records management or providing governing board support functions. Experience in a public agency setting is preferred. Time served as a District Intern will count towards the years of experience.

Licenses; Certificates; Special Requirements:

A current, valid California Class C driver’s license at time of appointment and maintained at all times thereafter in order to operate a vehicle on District business.

A current Commission as a Notary Public issued by the State of California, or the ability to obtain a Commission within six months of acceptance of the position.

PHYSICAL AND MENTAL DEMANDS

Persons with disabilities may be able to perform the essential duties of this class with reasonable accommodation. Reasonable accommodation will be evaluated on an individual basis and depends, in part, on the specific requirements for the job, the limitations related to disability and the ability of the hiring department to accommodate the limitation.

Resolution #: 2015 – 79

Dated:   June 11, 2015    AgencyPort of San DiegoAddress3165 Pacific Highway

San Diego, California, 92101