Title
Human Resources Department and the Clerk of the Board recommending the Board:
1) Approve and adopt the new classification specification for Records Technician;
2) Adopt and authorize the Chair to sign Resolution 107-2025 to:
a) Approve the Job Class Number, bargaining unit assignment (CO), and salary range for the new Records Technician classification; and
b) Add 1.0 Full-Time Equivalent (FTE) Records Technician allocation in the Board of Supervisors Department; and
3) Direct the Clerk of the Board to delete 1.0 FTE during the budget process after the successful completion of a departmental promotional recruitment.
FUNDING: General Fund.
Body
DISCUSSION / BACKGROUND
Human Resources, in partnership with the Clerk of the Board, evaluated the growing need for a point of expertise to coordinate and collect increasingly complex records in the County's Records Management Program. Historically, these duties were distributed among general job classifications that did not entirely capture the scope of work being performed. Additionally, the Clerk of the Board of Supervisors has an increased need for administrative support and the ability to cross-train some critical functions to ensure adequate coverage during absences. Consolidating the higher-level coordination duties into a new Records Technician (CO) classification will:
• Centralize records management work in an appropriate classification. County files, agenda packets, e-mail archives, contracts, and video transcripts are now primarily electronic, requiring specialized skills in enterprise content-management systems, digital retention schedules, and metadata tagging.
• Improve Public Records Act (PRA) responsiveness. Government Code §6250 et seq. imposes strict timelines and exemptions.
• Safeguard confidential and privileged material. Consistent with Personnel Rule 225 and Arbitrator Case No. 58100-U-A, the position will routinely access draft personnel policies, closed-session documents, labor-negotiation materials, and attorney-client communications. Designating the class in the Confidential (CO) bargaining unit provides County management opportunity to discuss sensitive matters while the Records Technician gathers, organizes, and redacts the required information.
• Ensure appropriate classification and competitive compensation. Market analysis (Napa, Placer, Amador, Yolo, and Sacramento Counties) shows that agencies with similar records workloads staff the function at a dedicated technician level. Establishing an aligned salary range allows the County to recruit competitively and compensate for the higher-level technical knowledge now demanded.
• Strengthen continuity and reduce risk. A single FTE devoted to these duties will standardize retention schedules, reduce the likelihood of inadvertent disclosure, and provide reliable coverage throughout the year.
Creating this class addresses an operational need, supports statutory compliance, and aligns the work with an appropriately classified and compensated role.
ALTERNATIVES
The Board could choose not to approve the recommendation and direct Human Resources to consider alternative classification options or further analysis.
PRIOR BOARD ACTION
N/A
OTHER DEPARTMENT / AGENCY INVOLVEMENT
Board of Supervisors/Clerk of the Board, County Counsel
CAO RECOMMENDATION
Approve as recommended.
FINANCIAL IMPACT
The Clerk of the Board’s Office will conduct a departmental promotional recruitment and appoint the top-ranked candidate. If the departmental promotional recruitment is successful, the resulting vacancy will not be backfilled and a position will be deleted during the budget process. The estimated increase to Net County Cost for FY 2025-26 is approximately $7,700.
CLERK OF THE BOARD FOLLOW UP ACTIONS
Upon Board adoption and approval, please provide a copy of the executed Resolution to Heather Andersen in Human Resources.
STRATEGIC PLAN COMPONENT
Workforce Excellence
Priority: Enhance Employee Retention
Action Item: Attract and retain the best employees by providing competitive compensation, training, and advancement opportunities, and creating a positive and thriving culture
CONTACT
Joseph Carruesco, Director of Human Resources