Client Services Associate

SPS • Portland, ME

4d • Onsite

About The Position

The Client Service Associate works on-site with a client to ensure the security and preservation of records. The role supports customers with records inquiries and requests, manages physical and electronic records, and provides professional, prompt customer service. The position requires confidentiality, attention to detail, initiative, and the ability to work independently while handling simultaneous projects.

This role involves filing and retrieving records in hard-copy, electronic, or microfiche formats; coordinating records through their lifecycle; cataloging electronic records according to established procedures and records management standards; applying retention schedules to inactive records; and preparing new files within system guidelines. The position is not designed to cover every possible duty, and responsibilities may change with or without notice.

Requirements

• High school diploma or equivalent.
• Working knowledge of Microsoft products relevant to the position, including Outlook, Word, and Excel.
• Excellent written and oral communication skills, presentation skills, and interpersonal skills.
• Strong customer service skills and a professional attitude and appearance.
• Good organizational skills and attention to detail.
• Ability to maintain confidentiality and demonstrate integrity and sound business ethics.
• Ability to work independently with minimal direct supervision and demonstrate strong initiative.
• Flexibility in handling simultaneous projects and ability to learn skills quickly.
• Reading, writing, and arithmetic skills.
• Ability to speak clearly so listeners understand, and to identify and understand another person's speech.
• Visual acuity.
• Fine and/or gross motor skills, including ability to grasp, lift, carry, or otherwise move packages on a standard wheeled cart with a 60-pound load capacity.
• Ability to walk, bend, kneel, stand, and/or sit for extended periods.
• Manual dexterity to operate office machinery, including phones, copy machines, and binding equipment.
• Ability to lift or move 40 pounds or greater frequently.

Responsibilities

• Monitor and listen to customers to understand inquiries and requests, and provide accurate information and prompt assistance.
• File and retrieve documents in hard-copy, electronic, or microfiche formats.
• Coordinate information creation, receipt, storage, retrieval, and disposition.
• Catalog electronic records according to established procedures and records management standards.
• Ensure the security and preservation of records in records centers and inactive records.
• Provide excellent customer service and serve others professionally.
• Apply retention schedules to inactive records.
• Respond efficiently to verbal, telephone, written, and email inquiries regarding records requests.
• Prepare new files within records system guidelines.
• Perform other duties as assigned.

Benefits

• Paid time off: full-time employees receive a minimum of 80 hours per calendar year; amounts may increase based on tenure and/or assigned account.
• Career growth opportunities and opportunities to learn new skills.
• Learning and development programs.
• Employee recognition programs.
• Bonuses for employee and client referrals for current employees.
• Medical insurance.
• Dental insurance.
• Vision insurance.
• HCFSA, DCFSA, and HSA plans.
• Commuter transit and parking pre-tax plans.
• Supplemental life insurance and life insurance.
• Accident insurance.
• Critical illness insurance.
• Hospital indemnity insurance.
• Legal program.
• Identity theft protection.
• Pet discounts and pet insurance.
• Group home and auto insurance.
• Employee assistance program (EAP).
• Short-term disability insurance.
• Education discounts.
• 401(k) with matching.
• Entertainment discounts.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED