Records Management Specialist Job Description
Records management specialist
provides consultation for new and modified records management resources, including but not limited to the acquisition of new storage equipment, software applications and records management systems.
Records Management Specialist Duties & Responsibilities
To write an effective records management specialist job description, begin by listing detailed duties, responsibilities and expectations. We have included records management specialist job description templates that you can modify and use.
Sample responsibilities for this position include:
Responsible for implementing standard operating procedures, policies, and training guides regarding records management procedures for the Business Executive Team and other directorates, as required
Inform management personnel of current and projected operational requirements, issues, applicable document retention requirements, and other matters in accordance with appropriate records management policies and regulations
Reviews each electronic inpatient and outpatient medical record for completeness, adequacy, and accuracy, according to department policies and procedures
Design, implement, and administer training for staff in records management, policies, procedures and systems
Updating biographical data in the fundraising database, quality assurance and data integrity according to current policies
Migrate data and/or media (whether analog or digital) by following approved procedures that address the elements of data accessibility and authenticity
Responding to donor inquiries and complaints over the telephone and emails from within GADS as needed
Running internal daily acknowledgement letter report, print, proof read, and mail letters
Running weekly external acknowledgement letters for external mailing
Investigating and updating donor addresses from the national change of address report (NCOA)
Records Management Specialist Qualifications
Qualifications for a job description may include education, certification, and experience.
Licensing or Certifications for Records Management Specialist
List any licenses or certifications required by the position: RIM, NARA, GNMA, CRM, IGP, CIP, V3, ITIL, PMP
Education for Records Management Specialist
Typically a job would require a certain level of education.
Employers hiring for the records management specialist job most commonly would prefer for their future employee to have a relevant degree such as Bachelor's and High School Degree in Education, Management, Graduate Education, Graduate, Health, Health Information Management, Department of Education, Library, Business/Administration, Business
Skills for Records Management Specialist
Desired skills for records management specialist include:
Federal research and development acquisition processes
Computer technology and software programs
Facilities operations
Policies
Records management laws and regulations
Regulations
Technology applications relevant to records management environments
Procedures
Directives
DoD records management program
Desired experience for records management specialist includes:
Handling clean-up and merging of duplicate records
Interpreting data and validating, correcting and updating the database in keeping with very high standards for accuracy
Establishes and maintains daily records management databases to track and retrieve records
Coordinates and manages the weekly retrieval of specific documents for Vendor to perform loan Reconveyances ensures Core System is updated with records management indicator
Communicates daily with manager and other Credit Union employees of all operational issues recommends solutions to problems
4+ years in records retention information management
Records Management Specialist Examples
1
Records Management Specialist Job Description
Job Description Example
Our company is hiring for a records management specialist. To join our growing team, please review the list of responsibilities and qualifications.
Responsibilities for records management specialist
- The primary responsibilities of the Administrative Support/Records Management include meeting and administrative support, cataloging data, providing customer assistance in locating specific data
- The primary responsibilities of the Training Coordinator/Records Management include cataloging data, providing customer assistance in locating specific data
- Managing the onsite archives
- Managing the inventory of offsite storage locations
- Supporting the general activities of the QA Document Control Group as required
- Oversees work performed by contract service providers with overall accountability for the successful completion of this work
- Ensures that all Information and record requests are completed within agreed upon SLAs
- Oversees offsite storage operations, including transfer of retained records to commercial record centers, maintaining a complete inventory in the designated records management application, account inventory reconciliation projects, and coordinating disposal of records that have reached the end of their retention cycle
- Leads effort to determine disposition of abandoned content
- Facilitates scanning/vital records protection by working with requestors to determine if the work can be completed internally or externally
Qualifications for records management specialist
- Possession of a Certified Records Management certificate are advantageous
- Experience with information technology including data mapping/classification systems, system architecture and electronic
- Experience with systems to enter task related time sheets
- Need to be comfortable working in a team environment and understand the contractual obligations personal responsibilities
- Controlled document issuance, filing and archival experience
- 5+ years experience in records management within the Biotech/Pharmaceutical industry
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Records Management Specialist Job Description
Job Description Example
Our company is looking for a records management specialist. We appreciate you taking the time to review the list of qualifications and to apply for the position. If you don’t fill all of the qualifications, you may still be considered depending on your level of experience.
Responsibilities for records management specialist
- Leads Crew in meeting enterprise records management compliance by serving as a subject matter expert with understanding of internal policies, procedures, and global legal and regulatory record keeping requirements
- Creates training and communication materials and conducts training and coaching sessions with Crew at all levels on records management policies, procedures, and best practices
- Working directly with agency personnel to integrate records management policies and requirements into electronic recordkeeping systems
- Serves as Subject Matter Expert (SME) for determining if documents are records and assigning record codes from the Records Retention Schedule
- Plan, organize, review and establish record control processes for the NCSC Front Office Business Executive, and other directorates, as required
- Lead the transformation of NCSC records management processes
- Identify, document, and advise the Business Executive and other senior personnel on the adequacy of documentation, creation and management of all NCSC acquisition records
- Responsible for the control, production, distribution, storage, and retrieval of all records data
- Develop and implement file plans for NCSC Front Office Business Executive and additional directorates, as required
- Draft records control schedules
Qualifications for records management specialist
- Completion of Records Management Training Courses
- Other records management support functions, as required
- Experience of Records Management / Information Governance in a regulatory environment / industry
- Experienced in designing, compiling and creating key MIS and regulatory reports
- Ability to build and develop strategic stakeholder relationships
- Proficient at collaborating and influencing stakeholders in business units and regions for a common purpose and result
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Records Management Specialist Job Description
Job Description Example
Our innovative and growing company is searching for experienced candidates for the position of records management specialist. To join our growing team, please review the list of responsibilities and qualifications.
Responsibilities for records management specialist
- Supports the Manager, Records Retention to ensure financial, legal and administrative requirements are complying with regulations by
- Interface with departments to support retrieval projects and ensure information needs are met
- Recommend changes or revisions to records retention schedules
- Coordinate transfer, recall, and disposition of records to commercial records storage centers
- Update and maintain Records Retention and Turnover Plan consistent with government, contract and
- Mail Sort/Processing of Daily Mail Intake
- Document Request fulfillment
- Perform additional duties as upon growth and acquired skillsets, and additional responsibilities to meet the needs of the business
- Answer complex questions and requests made by constituents who call on the general department line
- Respond to written requests from donors by communicating directly with the donors whenever the response requires no specialized follow-up from other Development Department management or staff
Qualifications for records management specialist
- Ability to think strategically and desire to be a hands-on practitioner as required
- Identify key records when required in the BAU, problem solving, client interaction, legal and regulatory process
- The incumbent will be expected to engage with senior management across multiple and diverse business operations with key external stakeholders
- Demonstrates strong analysis and problem solving skills
- Ability to handle multiple projects and exercise good judgment in prioritizing tasks
- Able to work cross-functionally and develop collaborative internal and external relationships to achieve objective outcomes through influence
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Records Management Specialist Job Description
Job Description Example
Our growing company is searching for experienced candidates for the position of records management specialist. Thank you in advance for taking a look at the list of responsibilities and qualifications. We look forward to reviewing your resume.
Responsibilities for records management specialist
- Vendor Information Processing—Process, maintain, and provide information copies of approved vendor information consisting of, but not limited to, performance specifications, component data, parts numbers, fabrication and installation drawings
- Provide Document Release Services—Provide document release and configuration status accounting for technical information, including completeness reviews
- Ensures documents received are sorted, prepped and sequenced for scanning
- Validates documents and assigns indexing criteria, document type, subtype, policy number, form number and sequence number
- Must be able to navigate a computer, calculator, imaging system, scanner, microfilm, microfiche, and other records management equipment and software
- Assists in training and mentoring of new Records Management Specialists and performs other related duties as directed by Supervisor of Imaging and Records Management
- Serve as back up Leave of Absence Specialist, filling in during employee absence
- Work with OCFO management and SharePoint Site Collection Administrator (SCA) to ensure SharePoint usage complies with the EPA SharePoint governance process
- Reviewing current business processes and recommending improvements to processes to support business activities to ensure compliance with records and information management requirements
- Providing input into developing and modifying records systems to meet end-user needs while ensuring compliance with records and information management requirements
Qualifications for records management specialist
- Ability to manage multiple work streams/ deliverables and teams in separate locations
- With no guidance, performs a variety of analytical and administrative duties involved in the development, implementation, and administration of the Command’s records management program
- Minimum six years of experience as a Records Management Specialist
- Position is required to stand, walk, sit, use hands to manipulate, handle or feel, and reach with hands and arms
- Position is required to stoop, kneel, or climb
- Unaided lifting of objects up to 40 pounds
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Records Management Specialist Job Description
Job Description Example
Our company is growing rapidly and is looking to fill the role of records management specialist. Thank you in advance for taking a look at the list of responsibilities and qualifications. We look forward to reviewing your resume.
Responsibilities for records management specialist
- Providing expert advice and consultation to ensure that records creation, maintenance, use, and disposition are in accordance with relevant guidelines and are legally sufficient
- Providing expert advice, guidance, technical assistance, and training to managers to develop and implement records management processes
- Conducting records inventories, analyze and categorize records for records retention schedules, and as necessary, submit SF-115s for approval
- Preparing professional quality fact sheets, presentations, brochures, and training materials
- Independently leads and monitors the implementation of individual and multi-disciplinary records management initiatives/projects, communicate progress, resolves issues and escalates where necessary
- Leads and manages maintenance of the enterprise records management schedules, including change management process and references to statutory and regulatory requirements in collaboration with Legal and Compliance and business functions
- Develops and maintains effective relationships with Crew and maintains network of records management related resources to communicate progress and share best practices
- Develops and reports on key performance indicators and other compliance evidence to record and monitor value and effectiveness of the records management program
- Participates in industry organizations and associations to integrate best practices into the organization
- Obtains and maintains relevant certifications
Qualifications for records management specialist
- Occasional lifting of 25 lb
- Moderate lifting (or otherwise movement, carrying, setting, and placement)of 15-30 lbs
- Update and maintain the Records Management Disaster Recovery Plan
- Provide Records Management disaster response support with recordkeeping emergencies
- Maintain filing system and record copies of project documents
- Assist with turnover of records to the client and BSII