Records Management Specialist
About The Position
The Records Management Specialist maintains accurate, organized electronic and physical records for people supported throughout the organization. Under the supervision of the Chief Operating Officer, the role ensures data is entered, updated, filed, and retrieved in accordance with established procedures and organizational standards to support data accuracy, reliability, accessibility, and compliance. The position manages data entry and quality checks in the CIMS database; digitizes and organizes electronic records; maintains physical file rooms and storage areas; retrieves records for departments, audits, investigations, and operational needs; and follows retention, confidentiality, and data protection requirements. The specialist also provides related administrative support, assists with special records projects, and covers the front desk as needed. Other incidental duties within the scope of the position may be assigned, particularly during urgent situations.
Requirements
- Bachelor's degree and two years of relevant professional experience; or associate degree and four years of relevant professional experience; or high school diploma or GED and six years of relevant professional experience.
- Strong attention to detail and organizational skills.
- Ability to handle confidential information with discretion.
- Effective communication and collaboration skills.
- Required to work in the office 95% of the time.
- Reliable transportation.
- Fluency in reading and writing English and a good understanding of the English language.
Responsibilities
- Enter, update, and verify information in the CIMS database according to established data-entry standards.
- Review data for completeness, consistency, and correctness; resolve discrepancies promptly.
- Perform routine audits and quality checks to maintain data integrity.
- Collaborate with internal stakeholders to gather and confirm data requirements.
- Complete data-entry tasks in a timely manner to support operational needs.
- Scan, digitize, and electronically organize records in accordance with organizational standards.
- Follow data-entry, naming-convention, and recordkeeping standards.
- Organize and maintain digital filing structures and convert and upload files into standardized formats such as PDF and CSV for archival purposes.
- Organize and maintain physical file rooms and document storage areas; file documents for easy retrieval.
- Purge outdated or obsolete records according to document retention schedules, and label, index, and store documents systematically.
- Locate, retrieve, and provide records in response to departmental requests, audits, investigations, and operational needs.
- Track and monitor records in accordance with organizational policies; maintain logs of retrieved records and request fulfillment status.
- Follow document retention policies, confidentiality guidelines, and data protection standards.
- Maintain accurate logs of documents purged, archived, or transferred, and securely handle and dispose of sensitive information.
- Assist with administrative tasks such as scanning, copying, and document preparation.
- Communicate with team members about record requests and data updates.
- Support special projects involving data consolidation or records cleanup.
- Assist with front desk coverage as needed.
- Perform other incidental and occasional duties reasonably within the scope of the position, as assigned by the supervisor.
Benefits
- Limited-time hiring incentive payments totaling up to $1,000 for eligible new hires.
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What This Job Offers
Job Type
Full-time
