Part-time Records Management Specialist

Make Your Move•Salem, MA

12d•$19 - $24•Onsite

About The Position

Salem Five is a growing regional financial services organization with a rich history of over 160 years. As an independent bank, we are deeply rooted in the communities we serve and offer our employees successful and rewarding careers. This position requires the ability to work in the Salem, MA offices. The schedule for this part-time position has a weekly maximum of 12-15 hours, Tuesday through Friday. Some flexibility in specific hours, with a consistent weekly schedule. Specific hours to be worked out with Hiring Manager. Salem Five has more than 30 retail banking branches throughout Essex, Middlesex, Norfolk and Suffolk counties, strong business banking capabilities, an Insurance division, a Wealth Management & Trust organization and a Mortgage Company that has provided homeownership to generations of families. Salem Five believes deeply in supporting the communities in which we reside. Donations through our Charitable Foundation or events at the branch or location-level are an important part of our DNA. We would not be the company we are without our commitment to businesses and organizations that help the region thrive and to our employees. Come see what we’re all about. JOB DUTIES AND RESPONSIBILITIES include, but are not limited to the following The Records Management Specialist shall provide support to his/her supervisor to ensure: Control of the archiving of records, Compliance with applicable bank policy and the Record Retention Schedule, Controlled access to and protection of archived records, Secure transport and storage (preservation) of records, and The orderly and consistent destruction (elimination) of records. The Records Management Specialist’s responsibilities include the following: Demonstrating compliance with banking laws and regulations as defined in company policies and procedures pertinent to position. Providing for a comprehensive, consistent, and systematic approach to managing the storage/access/retention/destruction of the institution’s records. Maintaining the order, integrity, and security of archived bank records at all storage locations. Managing records, including logging, processing, archiving and retrieving as needed. Maintaining the Record Retention database, including ensuring that all records entering or leaving the archive system are recorded in a timely manner. Picking up and delivering records in a secure manner to archives at Corporate Headquarters and satellite storage locations upon request of the various business units. Ensure proper labeling and logging. Locating and delivering records to staff members as necessary to address business needs (e.g., research, audits, regulatory examinations). Placing records on a “litigation hold” when instructed to do so by Bank Counsel or Director ERM. Ensuring that the specific inactive physical records involved are retained and not destroyed until further notice by Bank Counsel. Identifying records for destruction in accordance with the bank's written Record Retention Schedule. Obtaining the necessary acknowledgements from Department Heads and/or pre-designated Department Officers. Transporting records and ensuring proper destruction. Performing periodic inventories of records in storage at Salem Five Bank locations. Operation of relevant equipment/machinery (e.g., ramp) and identifying any problems with such equipment. Communicating and elevating non-routine problems and concerns to Department Management. The Records Management Specialist must: Embrace new and emerging technologies to support operations through flexibility, the ability to learn, and adaptability to change; Be proficient with and comfortable using the internet to search and locate information; and Be proficient with and comfortable using digital technologies (e.g., mobile smart phones). In addition, the Records Management Specialist will be responsible for the day-to-day functioning of the records program. Specifically, he/she will be responsible for ensuring that: All records received into archives are boxed according to Bank standards; All boxes are accurately labeled in accordance with the Record Retention Schedule; A current and accurate inventory of stored and destroyed records is maintained, including documentation to substantiate records locations; All records received or destroyed by the Department are logged into or out of the records inventory; Boxed records are stored in the proper location; Upon proper request, records are located in archives, logged out in the databases, and provided to the authorized requesting staff member; Records management support tickets are processed in an accurate and timely manner; Records temporarily removed from storage are returned to the proper location, including monitoring and follow-up to ensure records are returned in a timely manner; Documents are destroyed in accordance with the Record Retention Schedule; and Distributing incoming mail for the ERM Department. Responsible and accountable for demonstrating a commitment to the company’s mission statement including understanding that all divisions of the bank work together for one common purpose which is to delight our customers with the exceptional ease of banking at Salem Five. Establish and maintain effective working relationships with departmental clientele. Comply with laws, regulations, policies, and procedures. Embrace new and emerging technologies to support operations through flexibility, the ability to learn, and adaptability to change. Assume additional responsibilities as requested including, but not limited to, special projects connected to acquisition of records from another bank or insurance agency, internet research, and data entry and validation for ERM applications (e.g., business continuity). Regular attendance is essential to this position.

Requirements

Embrace new and emerging technologies to support operations through flexibility, the ability to learn, and adaptability to change
Be proficient with and comfortable using the internet to search and locate information
Be proficient with and comfortable using digital technologies (e.g., mobile smart phones)
High school diploma or general education degree (GED); or one to three months related experience and/or training; or equivalent combination of education and experience.
Must have basic computer literacy and familiarity with Microsoft Word and Access (or other database) software.
Valid Driver's License and acceptable driving record.
Regular attendance is essential to this position.

Responsibilities

Control of the archiving of records
Compliance with applicable bank policy and the Record Retention Schedule
Controlled access to and protection of archived records
Secure transport and storage (preservation) of records
The orderly and consistent destruction (elimination) of records
Demonstrating compliance with banking laws and regulations as defined in company policies and procedures pertinent to position.
Providing for a comprehensive, consistent, and systematic approach to managing the storage/access/retention/destruction of the institution’s records.
Maintaining the order, integrity, and security of archived bank records at all storage locations.
Managing records, including logging, processing, archiving and retrieving as needed.
Maintaining the Record Retention database, including ensuring that all records entering or leaving the archive system are recorded in a timely manner.
Picking up and delivering records in a secure manner to archives at Corporate Headquarters and satellite storage locations upon request of the various business units.
Ensure proper labeling and logging.
Locating and delivering records to staff members as necessary to address business needs (e.g., research, audits, regulatory examinations).
Placing records on a “litigation hold” when instructed to do so by Bank Counsel or Director ERM.
Ensuring that the specific inactive physical records involved are retained and not destroyed until further notice by Bank Counsel.
Identifying records for destruction in accordance with the bank's written Record Retention Schedule.
Obtaining the necessary acknowledgements from Department Heads and/or pre-designated Department Officers.
Transporting records and ensuring proper destruction.
Performing periodic inventories of records in storage at Salem Five Bank locations.
Operation of relevant equipment/machinery (e.g., ramp) and identifying any problems with such equipment.
Communicating and elevating non-routine problems and concerns to Department Management.
All records received into archives are boxed according to Bank standards
All boxes are accurately labeled in accordance with the Record Retention Schedule
A current and accurate inventory of stored and destroyed records is maintained, including documentation to substantiate records locations
All records received or destroyed by the Department are logged into or out of the records inventory
Boxed records are stored in the proper location
Upon proper request, records are located in archives, logged out in the databases, and provided to the authorized requesting staff member
Records management support tickets are processed in an accurate and timely manner
Records temporarily removed from storage are returned to the proper location, including monitoring and follow-up to ensure records are returned in a timely manner
Documents are destroyed in accordance with the Record Retention Schedule
Distributing incoming mail for the ERM Department.
Establish and maintain effective working relationships with departmental clientele.
Comply with laws, regulations, policies, and procedures.
Assume additional responsibilities as requested including, but not limited to, special projects connected to acquisition of records from another bank or insurance agency, internet research, and data entry and validation for ERM applications (e.g., business continuity).