Archives Records Specialist/ Documentation Specialist

About the role

The Archives Records Specialist II supports the daily administration of a local records archiving program within a regulated pharmaceutical environment. This role is responsible for the accurate intake, classification, filing, tracking, retrieval, and disposition of business and GMP regulated paper records. The position works closely with local business partners and records management teams to maintain accurate and compliant documentation.

Responsibilities

• Support the intake, review, classification, labeling, and filing of business and GMP regulated paper records.
• Maintain accurate paper records inventories, indexes, logs, and tracking systems.
• Store records in approved locations and maintain organized files for efficient retrieval.
• Respond to routine records retrieval requests and provide archived records to authorized personnel.
• Perform quality checks to verify records are complete, properly labeled, and filed in the appropriate location.
• Track records activities, requests, transfers, and basic metrics for management review.
• Prepare records for transfer, storage, retrieval, or authorized destruction.
• Follow applicable records management, data integrity, privacy, security, and GMP requirements.
• Work with local business contacts to resolve routine records and archiving questions.
• Aid in the development of records management procedures, training materials, and communications.
• Use MS Office applications and applicable tracking tools to complete daily activities.

Requirements

• High school diploma or equivalent with at least 4 years of related experience, or an associate degree, bachelor degree, or equivalent experience with at least 2 years of related experience.
• Experience in records management, document control, paper filing, archiving, information management, or related administrative functions.
• Experience maintaining paper records, inventories, indexes, logs, or tracking systems.
• Ability to recognize and classify different types of quality control documents.
• Strong attention to detail and organizational skills.
• Ability to follow established procedures and handle confidential information appropriately.
• Basic proficiency with MS Office applications including Word, Excel, PowerPoint, and SharePoint.
• Ability to work effectively with business partners and team members.

Qualifications

• High school diploma or equivalent with at least 4 years of related experience, or an associate degree, bachelor degree, or equivalent experience with at least 2 years of related experience.
• Experience in records management, document control, paper filing, archiving, information management, or related administrative functions.
• Experience maintaining paper records, inventories, indexes, logs, or tracking systems.
• Ability to recognize and classify different types of quality control documents.
• Strong attention to detail and organizational skills.
• Ability to follow established procedures and handle confidential information appropriately.
• Basic proficiency with MS Office applications including Word, Excel, PowerPoint, and SharePoint.
• Ability to work effectively with business partners and team members.

Skills

• High school diploma or equivalent with at least 4 years of related experience, or an associate degree, bachelor degree, or equivalent experience with at least 2 years of related experience.
• Experience in records management, document control, paper filing, archiving, information management, or related administrative functions.
• Experience maintaining paper records, inventories, indexes, logs, or tracking systems.
• Ability to recognize and classify different types of quality control documents.
• Strong attention to detail and organizational skills.
• Ability to follow established procedures and handle confidential information appropriately.
• Basic proficiency with MS Office applications including Word, Excel, PowerPoint, and SharePoint.
• Ability to work effectively with business partners and team members.

Benefits

• Medical insurance
• Dental insurance
• Vision insurance
• 401(k) retirement plan
• Life insurance
• Long-term disability insurance
• Short-term disability insurance
• Paid parking/public transportation
• (Paid time off, paid sick and safe time, paid vacation time, paid parental leave, paid holidays annually - AS Applicable)