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PRISM is a joint powers authority (JPA) that provides risk management and insurance solutions for public entities throughout California. Our organization is member driven meaning that our public entity members have numerous opportunities available to participate in the governance of our JPA.
Under the supervision of the Officer Manager, the Records Administrator is responsible for maintaining all PRISM records. The Records Administrator will also assist, support and backup other staff. Day-to-day tasks include answering phones; scanning and archiving documents; proofing all scanned documents for accuracy; organizing and maintaining electronic and paper files; converting documents to various formats; preparing and formatting a variety of materials; reviewing and editing documents for accuracy, completeness and conformance with established standards; performing special projects; primary backup for the Receptionist and other general clerical support duties.
This position will work in-person in our Folsom, California office with a schedule of Monday - Friday, 7:30 a.m. to 4:00 p.m. daily.
***This position is open until filled, however the first review of applications will be on March 25th. Interviews and skills testing are tentatively scheduled for the week of March 30th.***
Requirements
The Records Administrator will:
Organize and maintain electronic and paper files.
Maintain system for tracking and receiving FPPC Statement of Economic Interests Form 700 documentation.
Track Board and Alternate Board designations and notify members of a Board or Alternate vacancy.
Track all governance documents (i.e. JPA, MOU, PPA, MOC, PE designations)
Manage all vendor contract files in Evident and Laserfiche to ensure compliance.
Track and file committee meeting documents for all committees.
Based on PRISM’s Service Recognition Policy, maintain a list of members who earn service awards and order the awards when needed.
Complete State and County filings when appropriate.
Create new member/vendor/program/policy or other files as requested.
Assist Chief Legal Counsel with Public Record Request follow-up
Assist with review of Conflict of Interest Code
Assist with ordering of PRISM staff tenure gifts
Assist the Executive Operations Specialist with the QCing of agendas.
Scanning and archiving all PRISM documents.
Primary backup for the Receptionist.
Perform other general clerical and support duties.
Assist Meeting and Events team with name badges, tents, etc. as needs arise.
Perform other duties as assigned.
PHYSICAL REQUIREMENTS
Physical requirements of this position typically include sitting for long periods of time, reaching, grasping, kneeling, talking, hearing, seeing, repetitive motion, exerting up to 40 pounds of force occasionally, up to 20 pounds of force frequently, and up to 10 pounds of force constantly to move objects.
The ideal candidate will have a High School Diploma or G.E.D and two years’ increasingly responsible experience to successfully perform the essential functions of the job, including but not limited to:
Intermediate computer application skills in Microsoft Office Suite (Word, Excel, Outlook) and Adobe Acrobat.
Experience using Zoom.
Strong attention to detail
Dependability and punctuality
Knowledge of indexing, filing and record-keeping systems
Strong written and verbal communication skills effectively applied to a diverse group of customers.
Proven ability to cope with high volumes of work and several concurrent activities, often with competing deadlines and priorities.
Ability to handle basic arithmetic calculations.
Ability to establish and maintain effective working relationships and good relations with other employees, agencies, members and the public.
