Document Specialist

DEFINITION

Under general supervision, plans, organizes, coordinates, implements, and maintains Port document management programs; performs a variety of responsible document management duties and/or assists with the planning and coordination of activities and services related to the meetings of the Board of Port Commissioners; prepares and distributes the agenda docket and meeting minutes; ensures compliance with applicable laws regarding public notice of meetings and public records law; and performs related duties as assigned.

SUPERVISION RECEIVED AND EXERCISED

Receives general supervision from the Deputy District Clerk or assigned supervisory or management personnel. Exercises no direct supervision over staff.

CLASS CHARACTERISTICS

This journey-level classification is responsible for independently performing technical duties in support of the document and records management function for the Port. Positions at this level exercise judgment and initiative in their assigned tasks, receive only occasional instruction or assistance as new or unusual situations arise and are fully aware of the operating procedures and policies of the work unit.

Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so qualified employees can perform the essential functions of the job.

• 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 Port-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.

• 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; maintains document status logs.

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

• Assists with the coordination, scheduling, and facilitating of annual Statement of Economic Interests staff training; receives and assists in the documentation of required forms.

• Implements and administers the Port-Wide Records Retention Program in accordance with the Port’s approved Records Retention Policy and Schedule, including the preparation of Certificates of Destruction; provides training to staff regarding records retention procedures; receives records eligible for destruction; coordinates with document destruction vendor to destroy eligible record boxes.

• Prepares and uploads public records, Board and committee meetings, agendas, minutes, and meeting audio and video files available to the public via the Port’s website.

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

• Assists with the assembly, copy, and collation of agenda packets, binders, and minutes for duplication and distribution; assists with the documentation and distribution of administrative procedures and Board policies for the Port; ensures the posting requirements for Board meetings are met.

• Attends regular and special Board meetings and participates in the logistical support for such meetings; assists Port staff and instructs staff on the use of boardroom equipment.

• 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.

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

• Assists and provides backup administrative support for the department; answers, screens, and refers telephone calls; takes telephone messages; assists customers at a public counter and/or by telephone; responds to routine customer questions and complaints; acts as office receptionist, as directed.

• Complies with the Public Records Act, the Brown Act, the Political Reform Act, the Port’s Ethics Code, and other relevant regulations.

• Notarizes District documents.

• Performs assigned disaster service worker responsibilities, as directed.

• Observes and complies with all Port and mandated safety rules, regulations, and protocols.

• Performs related duties as assigned.

Knowledge of:

• Principles, practices, methods, and techniques of documents, records, and documents storage and retrieval technologies.

• Principles, practices, and procedures related to the diverse functions within the Office of the District Clerk.

• Office administrative and management practices and procedures.

• Basic research techniques, methods, and procedures.

• Applicable federal, state, and local laws, codes, and regulations as well as industry standards and best practices pertinent to the assigned area of responsibility including the requirements of Brown Act, Fair Political Practices Commission (FPPC), and Public Records Act.

• Functions, authority, responsibilities, and limitations of the Board of Port Commissioners.

• Automated and manual records management principles and practices, including legal requirements for recording, retention, and disclosure.

• Records retention and disposal policies and procedures.

• Basic arithmetic.

• Port and mandated safety rules, regulations, and protocols.

• Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and Port staff.

• The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.

• Modern equipment and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed.

Ability to:

• Establish, maintain, and research departmental and Port-wide files.

• Prepare clear, concise, and complete meeting documentation and other written correspondence and reports, and proofread materials.

• Coordinate and implement records management programs suited to the needs of the Port and in compliance with mandated requirements.

• Maintain confidentiality and be discreet in handling and processing confidential information and data.

• Understand the organization and operation of the Port and of outside agencies as necessary to assume assigned responsibilities.

• Understand, interpret, and apply all pertinent laws, codes, regulations, policies and procedures, and standards relevant to work performed.

• Independently organize work, set priorities, meet critical deadlines, and follow-up on assignments.

• Effectively use computer systems, software applications relevant to work performed, and modern business equipment to perform a variety of work tasks.
  • Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.

• Use tact, initiative, prudence, and independent judgment within general policy and procedural guidelines.

• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.

Education and Experience:

Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be:

Education:

• Equivalent to completion of the twelfth (12th) grade.

Experience:

• Three (3) years of increasingly responsible experience in records management or in providing public governing board support functions.

Hiring Range Negotiable Between:$60,678 - $74,028DOE/DOQ*

The application review process will include screening to ensure applications are complete and meet all minimum qualifications. In addition to the application, the applicant is required to complete the Supplemental Questions to further evaluate their education, training, and experience relative to the required knowledge, skills and abilities for the position. Applicants must submit answers that are as complete as possible.

Only qualified applicants who pass the minimum qualifications review, will be invited to the assessment process which may be administered by a written examination, panel interview, or any combination of qualifications appraisal determined by the Department of Human Resources to be appropriate. The Department of Human Resources will make reasonable accommodation in the examination process for disabled applicants. If you have an accommodation request, please indicate such on your application.

Depending upon the number of applicants meeting the minimum qualifications, applicants may be scheduled for one or more of the assessments listed below. Passing score is 70% out of 100% on each assessment section.

THE MULTIPLE CHOICE ASSESMENT (30%) AND APPRAISAL PANEL (70%) ARE TENTATIVELY SCHEDULED FOR JUNE 3, 2026 AND JUNE 24, 2026

To move forward in the application process, you must complete an online application through our websitehttps://www.governmentjobs.com/careers/portofsdPlease attach a copy of your unofficial transcripts (indicating when degree was awarded) to your application or your application may be considered incomplete. Resumes may be uploaded but cannot be used in place of a completed application.

The Department of Human Resources may limit the number of qualified applicants eligible to participate in the assessment process. Candidates who are successful in all phases of the assessment process will be placed on an eligible list. The eligible list established by this recruitment will be active for a minimum of ninety (90) days or up to one (1) year, unless otherwise determined by the Director pursuant to Rule 8, Section 4.

EQUAL EMPLOYMENT OPPORTUNITY

The District firmly believes in, and is committed to, the principles and practices of equal employment opportunity and nondiscrimination. It is the policy of the District to recruit, hire, train, and promote persons in all job classifications without regard to age (40 and above), ancestry, color, disability (mental or physical), gender (including identity, appearance, or behavior, whether or not that identity, appearance, or behavior is different from that traditionally associated with the person's sex at birth), marital status, medical condition, military status, national origin, pregnancy, race, religion, sexual orientation, genetic information, or veteran status.

PHYSICAL DEMANDS

Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone. This is primarily a sedentary office classification although standing in work areas and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. Positions in this classification often bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects up to weight of 30 pounds or heavier weights, in all cases with the use of proper equipment and/or assistance from other staff.