Records Administrator

Records Administrator 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. Responsibilities 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 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. Summary One of Public Risk Innovation, Solutions, and Management's (PRISM) greatest assets is its staff. PRISM employees are smart, creative, hard-working, and passionate individuals working in areas ranging from loss prevention, claims administration, information technology, accounting, and risk pool administration. Working here requires energy, commitment, and teamwork. At the same time, we offer a great work environment built upon our Core Values of People, Families, Trust, Integrity, and Growth. We are looking for an individual who shares these values to join the PRISM team. The hiring salary range for this position is $4,027 to 4,631 per month depending on experience. A generous benefit package is provided including Public Employees Retirement System (PERS) pension; a Section 125 Cafeteria Plan with coverage options including health, dental and vision; employer-paid long and short term disability, paid family leave insurance; life insurance; optional deferred compensation program with an employer match for eligible employees; about 13 paid holidays annually, sick and vacation leaves and a Scholarshare 529 Plan. As a PERS participant, PRISM employees are exempt from paying Social Security except for the Medicare portion of the cost.

Created: 2026-03-17