Summary
The Records Management Professional is within the Support Services Operations department. The Records Management Professional will develop strategies to ensure the integrity of records and the metadata over the lifetime of records both physical and digital to comply with Federal, State, and local regulations. The Records Management Professional will work closely and collaboratively with all levels and operational teams. The successful candidate will lead and integrate this program..
Essential duties and responsibilities include the following.
- Create, approve, and enforce policies and practices regarding digital and paper records, including organization and disposal.
- Develop a records storage plan, including short and long-term housing of physical records and digital information.
- Execute a retention policy on the disposal of digital and paper records no longer required for operational reasons; according to organizational policies, statutory requirements, and other regulations.
- Work closely with Compliance, IT, and Security to create and maintain metadata and folder structure incorporated in digital document management systems and create automated records filing process in various systems.
- Perform annual reviews/updates on the Records Retention Schedules by interviewing employees and conducting records inventories.
- Coordinate access to records internally and outside the organization, and balance the requirements of business confidentiality, data privacy, and public access.
- Vendor relationship management for the digital document imaging platform and off-site paper storage facilities.
- Facilitate contract negotiations, support current master service agreements and other contracts related to records management.
- Provide records management training to all relevant employees, including on-boarding and orientation processes.
- Provide record management awareness and guidance to employees as needed.
- Other duties or projects may be assigned.
Requirements
To perform the job successfully, an individual should demonstrate the following competencies:
- Communication- Listen well and ask for clarification when appropriate; Respond well to questions; Write clearly and informatively; Edit work for spelling and grammar. Strong oral and written communication skills, with both internal and external stakeholders.
- Professionalism- Approach others in a tactful manner; React well under pressure; Accept responsibility for own actions; Follow through on commitments; Team Player.
- Judgment- Display willingness to make independent decisions when needed; Support and explain reasoning for decisions; Include appropriate people in decision-making process
- Quality- Demonstrate accuracy and thoroughness; Look for creative ways to improve and promote quality; Apply feedback to improve performance; Monitor own work to ensure quality; Take pride in own work; Prioritize and plan work activities. Strong sense of quality assurance principles, understanding of potential process failure points and the ability to mitigate quality risks. Strong attention to detail is required.
- Adaptability- Adapt to changes in the work environment; Able to deal with frequent change, delays, or unexpected events; Ability to prioritize duties.
Required Experience and Qualifications:
- Record Management and/or Digital Imaging certification(s).
- 3 years’ experience in Records Management, Digital Imaging and/or Compliance.
- Proficient with Microsoft Office Products and records management software.
- File Trail and Netdoc’s knowledge a huge plus.
Preferred Experience and Qualifications:
- Experience with vendor contract negotiations.
- Strong technology background in implementing metadata driven electronic document management systems.
- Able to apply specialized technical skills as an independent worker with minimal supervision.
- Able to perform complex analytical tasks.
- Extensive knowledge of records management best practices for both digital and paper records.
- Effective public speaking skills and an ability to communicate in verbal and written form with multiple stakeholders within and outside the company.
- Ability to influence and work effectively with cross-functional, matrixed teams and projects.
- Strong organizational awareness, sound judgment, strong business acumen and ability to make decisions with input from multiple stakeholders.
Job Type: Full-time
Pay: $90,000.00 - $100,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Employee assistance program
- Employee discount
- Flexible spending account
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Parental leave
- Professional development assistance
- Referral program
- Retirement plan
- Vision insurance
Schedule:
Experience:
- Management: 4 years (Required)
Work Location: In person