Records Specialist

K2 Services•Washington, DC

About The Position

The Records Associate supports the organization, maintenance, storage, retrieval, and management of physical and digital records within Opensity Solutions client environments. The role ensures records are accurately classified, securely maintained, and accessible while supporting compliance with organizational policies, data privacy standards, and records retention requirements. It supports efficient records management systems and operational effectiveness and client service excellence. The position reports to the Lead Records Associate or Client Relations Manager and is classified as non-exempt.

Requirements

High school diploma or equivalent required.
Strong understanding of records management principles, filing systems, and document organization.
Excellent attention to detail, accuracy, and data integrity skills.
Strong organizational and time management abilities, including prioritizing 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.
Problem-solving and analytical skills, including identifying process improvements.
Proficiency in Microsoft Office Suite and records management systems.
Professional demeanor and strong interpersonal and communication abilities.
Adaptability, flexibility, and commitment to operational excellence.

Nice To Haves

Associate or bachelor’s degree preferred.
At least 1 year of experience in records management, administrative support, document control, office services, or related operational environments preferred.
Proficiency in Microsoft Office Suite, document management systems, electronic filing systems, and records databases preferred.

Responsibilities

Support implementation and maintenance of records management policies, procedures, and operational standards.
Maintain and monitor physical and digital records systems for organization, reliability, accuracy, and operational efficiency.
Assist with improving records management processes and workflows.
Stay informed about records management practices, technology updates, and industry standards.
Collaborate with internal departments on records-related operational needs and requests.
Classify, organize, index, label, categorize, and enter records in accordance with established procedures and guidelines.
Maintain metadata and filing structures and organize active and archived records in accordance with retention schedules and standards.
Perform accurate data entry and records updates.
Manage secure storage, organization, and accessibility of physical and electronic records.
Respond to records requests and help authorized personnel locate and retrieve information.
Monitor records access procedures for authorization and policy compliance.
Assist with offsite storage coordination, records transfers, and archive management.
Maintain compliance with data privacy, retention, confidentiality, and information security requirements.
Assist with records retention and disposal schedules.
Conduct routine records-system audits and quality control reviews.
Identify records discrepancies and issues and support corrective actions and process improvements.
Collaborate with operational leadership, compliance, and legal teams on records initiatives and requirements.
Participate in training and professional development programs.
Provide guidance to team members and departments on records management practices and procedures.
Promote organization, accuracy, confidentiality, and operational excellence; handle sensitive records and client information professionally and discreetly.