Records Coordinator

Metra•Chicago, IL

23h

About The Position

The Records Coordinator will perform records and information management functions for the Real Estate division. This role ensures the accuracy and completeness of paper documents to be scanned electronically or stored off-site. The position provides administrative support to ensure the division's procedures align with the agency's retention program and comply with local, state, and federal public records regulations. The primary duties include administering the records retention process, updating and maintaining files and records systems, serving as a technical expert on electronic and paper records management to mitigate risk and preserve critical business information, and ensuring procedures align with best practices, the agency's retention program guidelines, and meet mandated requirements. The role also involves providing administrative support, preparing documents for imaging, operating scanning equipment, indexing and converting scanned material to digital formats, quality checking scanned images, and maintaining computerized records and electronic tracking systems. Additionally, the Records Coordinator will audit records and tracking databases for accuracy and completeness, monitor policies for proper storage and disposition of off-site records, and maintain a listing of storage transaction issues. The position assists in the development, implementation, and maintenance of records procedures, guidelines, and controls for filing, off-site storage, tracking, retrieval, and ensuring contracts are captured, retained, and disposed of appropriately. All processes must be clearly documented, accessible, and usable by others within the department to keep staff knowledgeable and current on changes to records management principles and requirements. Other related duties may be assigned to meet the ongoing needs of the organization.

Requirements

Associate degree or any combination of education and experience that equals two (2) years in records management, document control, or administrative support functions.
Two (2) years of experience in records management, document control, contract administration, or administrative support functions.
Knowledge of records governance and compliance with local, state, and federal laws and regulations related to record retention and public records.
Knowledge and techniques of records preservation, duplication, and restoration.
Knowledge of general office practices and administrative support functions.
Knowledge of records management principles in matters related to active and inactive records.
Knowledge or real estate concepts, contract language, deeds, or land rights.
Familiar with records and information systems and archives.
Intermediate level experience with Microsoft 365 (Word, Excel), computer applications, and other technology associated with records management and information; with proficiency in typing and data entry.
Good written and verbal communication and interpersonal skills to speak concisely, write documents, policies, and procedures related to records management and public records requests, and interact with fellow employees and outside vendors.
Good organizational, analytical, and problem solving skills.
Ability to read, interpret, and apply legislative rules and regulations.
Ability to pay attention to details, use sound judgment, prioritize work, meet deadlines, and coordinate and complete projects.
Ability to quickly learn new technologies tools and processes.
Ability to establish and maintain recordkeeping and filing systems and apply standard archival procedures and practices in the classification of records, documents, and other materials.
Ability to maintain confidentiality in documents and files.
Ability to lift and move up 20 to pounds.

Nice To Haves

Certification in Records and Information Management or Government Archives and Records Administration or certified as a Records Manager (CRM) or Records Analyst (CRA).

Responsibilities

Administer the records retention process for the division.
Update and maintain files and records systems.
Serve as the technical expert on electronic and paper records and information management to mitigate risk, and preserve critical business information.
Ensure procedures are in line with best practices, the agency's retention program guidelines, and meet mandated requirements.
Provide administrative support to the division.
Prepare documents for imaging, operate electronic scanning equipment, index and convert scanned material to digital formats, quality check scanned images, and maintain computerized records and electronic tracking systems.
Audit records and tracking database for accuracy, completeness, and correction prior to documents being scanned electronically or stored off-site.
Monitor policies to determine proper storage and disposition of records stored at the agency's off-site storage facility.
Maintain listing of storage transaction issues.
Assist in the development, implementation, and maintenance of records procedures, guidelines, and controls for document filing, off-site storage, tracking, retrieval, and ensuring contracts are captured, retained, and disposed of appropriately.
Ensure all processes are clearly documented, accessible, and usable by others within the department to keep staff knowledgeable and current on changes to records management principles and requirements.
Perform other related duties as assigned to meet the ongoing needs of the organization.