• Job Description

  Req#: 5434907
  Salary: $36.75 - $59.49 Hourly
  Location : 18700 Ward Street, Fountain Valley, CA
  Job Type: Full-time
  Remote Employment: Flexible/Hybrid
  Job Number: 2026-02
  Department: Administration
  Opening Date: 08/03/2026
  Closing Date: 8/21/2026 12:00 PM Pacific
  
  Position Summary
  
  Are you organized, precise, and skilled at bringing order to electronic files and information? As a Records Specialist with the Municipal Water District of Orange County, you'll put those strengths to work - managing, organizing, and safeguarding records that keep public services running smoothly and government accessible. If you have strong organizational skills, are comfortable working with data systems, and have a sharp eye for accuracy and compliance, this role turns those everyday skills into essential public service and helps to keep our agency's data management organized and compliant.
  Records Specialist I - $36.75 to $51.45 /hr.
  
  Records Specialist II - $42.49 - $59.49 /hr.
  
  Candidates must clearly demonstrate that they meet the minimum qualifications of the position through a combination of experience, background, and education. All applications will be reviewed, and the most appropriately qualified individuals will be invited to continue in the selection process.
  The job posting may close prior to the posted close date. Do not delay in submitting your application.
  
  Under direction, performs a variety of analytical, technical, and administrative tasks and responsibilities involved in the organization, retrieval, maintenance, and administration of the District's comprehensive electronic records management and retention program. Analyzes, recommends, and implements modern systems, procedures, and workflows to improve the efficiency and effectiveness of the records retention program; receives, reviews and responds to Public Records Act (PRA) requests; conducts training on record-keeping practices and the use of modern content management platforms for District users; provides administrative and technical support within the Board Support Services team and Information Technology departments; provides guidance and assistance to staff; and performs related duties as assigned.
  
  Records Specialist I and II are single-incumbent classifications and have primary responsibility for the ongoing implementation, maintenance, development, and enhancement of the District-wide record retention program to ensure compliance with all legal requirements and to support modern, collaborative work environments.
  
  Records Specialist I: The incumbent exercises sound independent judgment and problem-solving skills and works closely with their supervisor while developing and applying established record-keeping concepts, data governance practices, legal and privacy regulations, and modern content management systems. Provides implementation support for records management initiatives and information system deployments. This role involves foundational duties and responsibilities under supervision.
  
  Records Specialist II: The incumbent exercises considerable independent judgment and problem-solving skills and must be highly skilled in records management and information management concepts and practices; data governance; and legal and privacy compliance. Serves as the subject matter expert in record-keeping and information governance; develops policies and standards; interprets and applies records management practices and policies; and oversees the planning and implementation of file management, data governance, and content management system projects with minimal supervision.
  Essential Functions
  
  The duties listed herein are intended as illustrations of the various types of work performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the class.
  
  • With a proactive approach, develops, implements, and administers the District's comprehensive records retention program in accordance with all legal requirements and policies adopted by the Board of Directors; and ensures the timely and proper execution and filing of all documents approved and/or executed by the Board of Directors, General Manager, or District staff. This includes research and participation in the development and implementation of the District's records retention schedule, policies, and procedures for storing, tracking, securing, retrieving, and destroying records.
  • Works closely with the Board Secretary and the Information Technology Department to evaluate, recommend, develop, and install processes and emerging technologies to improve organization, metadata accuracy, workflows, efficiency, and effectiveness to fully comply with District records management requirements.
  • Receives, reviews, and monitors PRA requests; justifies any non-disclosure and/or ensures redaction of any portions that are exempt from disclosure under the mandate of the PRA; assists the public requestor by helping them identify records and information relevant to the request; ensures timely response to all requests and communicates in writing with the requestor.
  • Identifies, classifies, manages, and controls District records and information needs; coordinates disposition and storage of records, including archives and historical documentation protection.
  • Creates, maintains, organizes, indexes, classifies, prepares, and files records; develops and utilizes off-site, paper-based, electronic, and cloud-based repositories for maintaining active, inactive, vital, and historical District and Board records of all types.
  • Coordinates the organization and standardization of District forms and templates.
  • Develops, provides guidance, and enforces governance policies for SharePoint sites, Teams environments, and other collaborative platforms; establishes naming conventions, folder structures, retention schedules, and access controls to maintain organized and compliant information ecosystems.
  • Coordinates and conducts record-keeping training programs and develops user guides and reference materials.
  • Conducts records and metadata surveys, inventories, and audits of cloud-based and collaborative spaces to ensure compliance with established District records retention policies and procedures, remediates non-compliant content, and recommends process improvements.
  • Maintains retention schedule for all District and departmental policies and procedures; identifies those that need annual review and notifies appropriate staff; proofreads all draft policies and procedures before obtaining signatures from the General Manager or Department Manager; distributes final version of policies and procedures to staff; updates related District policy as needed.
  • Provides video/web conferencing technology support for Board, Committee, and other District meetings and performs a variety of administrative support duties and special assignments in support of Board Services, as required.
  • May assist with Board and governance-related functions, including the preparation of resolutions, ordinances, proclamations, staff reports, public hearing notices, and other official documents; ensures notices and related materials are posted, published, and maintained in accordance with legal and regulatory requirements.
  • Attends and participates in professional groups in support of continued engagement with emerging technologies and best practices related to information management.
  
  Qualifications
  
  Knowledge of:
  Operations, services, activities, principles, practices, methods, techniques, and systems of records and information management; local, state, and federal laws relating to retention requirements for a wide variety of documents; procedures, techniques, and methods of document organization and preservation.
  Efficient application of office procedures, methods, practices, and equipment, including computers; proficient application of software applications (SharePoint, Laserfiche), and cloud-based systems; imaging processes and equipment; associated record-keeping requirements; information storage and retrieval systems; correct English usage, including spelling, grammar, and punctuation; business mathematics; effective safety practices and procedures.
  Ability to:
  Coordinate a comprehensive and proactive District-wide records retention program; participate and assist in the implementation of goals, objectives, policies and procedures for providing District-wide records management functions; exercise sound judgment within established guidelines; code, file and retrieve a wide variety of materials; provide information and organize material in compliance with laws, regulations and policies; stay abreast of new technologies used to automate records systems; demonstrate technical expertise in computer systems and specialized software, ensuring efficient record-keeping management and seamless administrative workflows, utilize spreadsheets, and database applications promptly; proactively identify problems, reach sound conclusions and recommend improved procedures; organize work, set priorities and provide support to meet records management needs and deadlines; prepare clear and accurate reports and other written correspondence; effectively present information to District staff; understand and carry out verbal and written instructions; establish and maintain accurate, complex and comprehensive records; assemble, copy, record and transcribe data and information; type and or enter data at a speed necessary for successful job performance; communicate clearly and concisely, both orally and in writing; work calmly while remaining diplomatic, poised, and tactful; use good judgment in all situations; work accurately with interruptions; establish and maintain cooperative working relationships with those contacted in the course of work including co-workers, outside agencies and the public.
  Education and Experience:
  Records Specialist I: Equivalent to the completion of twelfth grade and one (1) year of experience involving the development and maintenance of records, data, or systems, preferably in a governmental setting. The qualification guidelines generally describe the knowledge and abilities required to enter the job and successfully perform the assigned duties. Any combination of education, experience, and training that would provide the required knowledge, skills, and abilities will be considered.
  Records Specialist II: Equivalent to the completion of twelfth grade and three (3) years of experience involving the development and maintenance of records, data, and/or systems with a records management program, preferably in a governmental setting. The qualification guidelines generally describe the knowledge and abilities required to enter the job to perform the assigned duties successfully. Any combination of education, experience, and training that would provide the required knowledge, skills, and abilities will be considered.
  Supplemental Information
  
  All District employees are Disaster Service Workers by CA state law and are expected to participate in emergency response initiatives. This could include contributing to the emergency planning process, participating in disaster exercises and training, as well as potentially responding to support actual emergency events.
  Working Conditions and Physical Activities:
  Environment: Standard office setting. May be required to work extended hours, including evenings and weekends; may be required to travel to attend meetings by car, bus, train, or air.
  Physical: Primary functions require sufficient physical ability to work in an office setting; stand or sit for prolonged periods of time; operate standard office equipment, including use of a computer and keyboard, telephone, printers, calculators, and copiers; push, pull, lift, and/or carry approximately 25 pounds; and communicate to exchange information.
  Vision: See in the normal visual range with or without correction.
  Hearing: Hear in the normal audio range with or without correction.
  The specific statements shown in each section of this description are not intended to be all-inclusive. They represent typical elements and criteria necessary to perform the job successfully.
  Employee Benefits
  
  The Municipal Water District of Orange County offers the following comprehensive benefits package to all full-time employees. Please refer to the District's Personnel Manual for complete details on eligibility and enrollment dates for health benefits, insurance, policy requirements and restrictions.
  
  Medical Insurance
  
  Several competitive medical insurance plans are currently offered, as listed, and employees are required to contribute a portion toward their monthly medical insurance premiums. The District currently pays 100% of the lowest cost plan for employee only. The employee may elect to "buy up" to another plan and pay the difference.
  
  Anthem Blue Cross PPO
  Anthem Blue Cross HMO
  Kaiser
  Consumer Driven Health Plan (PPO)
  Consumer Driven Health Plan (Kaiser)
  
  Dental Insurance
  
  The District currently offers the Delta Dental (PPO) plan. Enrolled employees are required to contribute a portion toward their monthly dental insurance premiums.
  
  Vision Insurance
  
  The District currently offers Vision Service Plan (VSP) for eye exams, frames, lenses and/or contact lenses. Benefits are paid according to a scheduled allowances through VSP. The District currently pays 100% of the monthly insurance premium for employees and dependents.
  
  Medical, dental and vision benefits go into effect on the 1st day of the month following 30 days of continuous employment with the District.
  
  Life Insurance
  
  The District currently provides a Life/ADD (accidental death and dismemberment) benefit of two times annual salary to a maximum of $300,000 (see policy for exceptions, terms and exclusions) and the premium is currently paid by the District. Enrollment eligibility is 1st of the month following 30 days of continuous employment with the District. Supplemental coverage is available at employee's expense.
  
  Disability Insurance
  
  Short-term Disability - State Disability Insurance (SDI) is deducted (withheld) from employees' wages. SDI provides temporary payments to workers who are unable to perform their usual work because of pregnancy or a non-occupational illness or injury (work-related illness or injuries are covered by workers' compensation insurance).
  
  SDI also includes (PFL), which provides benefits to eligible workers when they take time off work to care for a seriously ill family member or to bond with a new child. A qualifying family member isa child, parent, parent-in-law, grandparent, grandchild, sibling, spouse, or registered domestic partner.
  
  Long-term Disability Insurance. This insurance serves as partial income replacement should an employee become seriously injured or disabled and unable to work due to a non-work related injury or illness. The insurance becomes available after a waiting period of 90 days and provides 66.67% of an employee's salary up to a maximum monthly benefit of $10,000. (See policy for exceptions, terms and exclusions). The District currently pays for this benefit.
  
  Vacation Time
  
  Vacation accrual varies upon years of services, as follows:
  
  Years of Service Hours Annually (approx)
  
  Beginning with 1st year 80.00
  Beginning with 4th year 120.00
  Beginning with 11th year 136.00
  Beginning with 15th year 160.00
  Beginning with 20th year 168.00
  Holidays
  
  The District offers 12 annual paid holidays, including one floating holiday, designated by the employee.
  
  Sick Time
  
  Regular eligible full-time employees are eligible for sick time following completion of 30 days of continuous employment. Sick time accrues at 12 days per year with a maximum accrual of 488 hours.
  
  Jury or Witness Duty Leave
  
  Regular eligible full-time employees required to serve as jurors are granted jury duty leave with pay, less any fees paid to them by the court, except mileage up to a maximum period of thirty (30) working days. Employees serving on a jury exceeding the thirty (30) day period shall do so without pay. This benefit is effective immediately upon employment.
  
  Bereavement Leave
  
  Up to 5 days is available when death of an immediate family member occurs. This benefit is effective upon hire.
  
  Serious Family Illness Leave
  
  Up to 4 days are available, per fiscal year, to attend the operation of an immediate family member, the serious illness, or injury of an immediate family member, where death of an immediate family member appears imminent, or birth of an employee's child. This benefit is available following completion of 30 days of service.
  
  Pension Plan
  
  The District participates in the California Public Employees Retirement System (CalPERS). Per the Public Employees' Pension Reform act of 2012 (PEPRA), "classic members" currently employed in a reciprocal public agency are enrolled in a 2% at 55 CalPERS pension plan with a 7% required employee contribution. "New members", either new to the public sector, or whose date of separation was more than 6 months before the start date with the District, are enrolled in a 2% at 62 CalPERS pension plan with a required employee contribution which is subject to change in accordance with PERS guidelines. Qualifying employees are eligible immediately upon hire by the District.
  
  Deferred Compensation /457 Plan
  
  The Deferred Compensation Program is a voluntary, non-qualified deferred compensation plan and is available to any eligible employee who elects, pursuant to the Plan, to defer a portion of their compensation based on the maximum allowable annual contribution and meets participation requirements. Participation is available upon hire.
  
  Flexible Benefits Spending Plan
  
  A Flexible Benefits Spending Plan provides employees a means of paying unreimbursed medical, dental, and dependent care costs with pre-tax dollars, and allows for employee contributions for District group health insurance premiums to be deducted on a pre-tax basis.
  
  Health Saving Account (HSA)
  
  The District offers two high-deductible health insurance plans. Eligible employees who participate in one of these plans receive an annual contribution from the District to a health savings plan. Contribution amounts are determined annually by the Board of Directors.
  
  Medicare Contribution
  
  Employees hired after April 1, 1986, are required to contribute to the Medicare portion of the Social Security program and those employees shall contribute 1.45% of their salary; with the District matching the fund by contributing 1.45% of the employee's salary.
  
  Social Security
  
  The District and the Employee may participate in Social Security, if the employee does not meet the eligibility requirements for enrollment in the District's 401a plan or CalPERS.
  Career Development/Tuition Reimbursement
  
  The District offers a tuition reimbursement program designed to provide financial assistance to all full-time employees who wish to continue their formal education and assist employees in obtaining skills and/or knowledge to become better qualified for their current work classification or for advancement at the District.
  
  Computer Purchase Program
  
  Loans from (up to $2,000) are available for full-time employees to purchase or upgrade a personal computer. Loans are interest-free and repaid over a one-year period through payroll deductions. This benefit becomes available following one year of service.
  
  Cell phone Reimbursement
  
  Employees may apply for cell phone reimbursement, in accordance with existing policy.
  
  Catastrophic Leave Program
  
  Allows employees who have accrued vacation or sick leave credits, to have the option to voluntarily donate hours to another full time employee who has exhausted his/her sick, vacation, and compensatory time leaves due to a non-work related catastrophic illness or injury.
  
  Miscellaneous
  
  An Employee Assistance Program (EAP) is available and offers a confidential, consultative resource for personal or work-related concerns for yourself or your family. This benefit is available to full-time employees.
  
  The District also offers workplace flexibility, voluntary supplemental insurance plans and a wellness program.
  
  Please reach out to Human Resources for additional information and/or full program details.

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