Records Associate

Opensity Solutions•Indianapolis, IN

1d•$19 - $21

About The Position

As a Records Associate, your role is to assist in the effective management and organization of records within the organization. You will play a key part in maintaining accurate records, both physical and digital, and ensuring their proper storage, classification, and retrieval. Your responsibilities will include entering data into the records management system, categorizing records based on established guidelines, and supporting the team in routine audits to ensure data integrity. As a vital member of the records management department, you will collaborate with colleagues to fulfill record requests promptly and contribute to the implementation of records management policies and procedures. Your attention to detail and adherence to data protection and privacy regulations will be essential in safeguarding sensitive information and maintaining compliance. Your dedication to maintaining an organized and efficient records management system will support various departments in accessing crucial information, ultimately contributing to the smooth functioning of the organization. This role reports to the Lead Records Associate or the Client Relations Manager.

Requirements

Strong understanding of records management principles, filing systems, and document organization.
Excellent attention to detail with strong accuracy and data integrity skills.
Strong organizational and time management abilities with the ability to prioritize tasks effectively.
Ability to manage multiple assignments in fast-paced operational environments.
Knowledge of confidentiality, data privacy, and records retention requirements.
Strong customer service and communication skills with a client-first mindset.
Ability to work independently and collaboratively within a team environment.
Problem-solving and analytical skills with the ability to identify process improvements.
Proficiency in Microsoft Office Suite and records management systems.
Professional demeanor with strong interpersonal and communication abilities.
Adaptability, flexibility, and commitment to operational excellence.
Ability to lift or move 40 lbs. or greater
Ability to grasp, lift or carry packages on a standard wheeled cart with a load capacity of 75 lbs.
Ability to walk, bend, kneel, stand or sit for an extended period of time

Responsibilities

Support the implementation and maintenance of records management policies, procedures, and operational standards across the organization.
Maintain and monitor physical and digital records management systems to ensure organization, reliability, accuracy, and operational efficiency.
Assist with the continuous improvement of records management processes and workflows to enhance accessibility and compliance.
Stay informed on records management best practices, technology updates, and industry standards to support operational effectiveness.
Collaborate with internal departments to support records-related operational needs and requests.
Classify, organize, and index records according to established records management procedures and organizational guidelines.
Ensure records are accurately labeled, categorized, and entered into records management systems for efficient search and retrieval.
Maintain metadata and filing structures to support accurate record tracking and accessibility.
Assist with organizing both active and archived records while ensuring compliance with retention schedules and organizational standards.
Support data entry and records updates with strong attention to detail and accuracy.
Manage the secure storage, organization, and accessibility of physical and electronic records.
Ensure records are stored in compliance with confidentiality, security, and data protection standards.
Respond to records requests promptly and assist employees and authorized personnel with locating and retrieving required information.
Monitor records access procedures to ensure proper authorization and compliance with organizational policies.
Assist with offsite storage coordination, records transfers, and archive management as required.
Maintain compliance with data privacy, records retention, confidentiality, and information security regulations.
Assist in implementing records retention and disposal schedules in accordance with legal and organizational requirements.
Conduct routine audits and quality control reviews of records systems to ensure accuracy, completeness, and compliance.
Identify discrepancies or records management issues and support corrective actions and process improvements.
Collaborate with operational leadership, compliance, and legal teams on records-related initiatives and requirements.
Participate in ongoing training and professional development programs, including operational systems and records management procedures.
Support team members and departments by providing guidance on records management practices and procedures as needed.
Promote a culture of organization, accuracy, confidentiality, and operational excellence within the workplace.
Maintain professionalism, discretion, and confidentiality when handling sensitive records and client information.