Document and Records Specialist

Key Responsibilities

• Organize, classify, and maintain records in a systematic and secure manner.
• Manage the lifecycle of records from creation to disposal.
• Digitize physical records and ensure proper indexing and storage.
• Conduct regular audits to ensure accuracy and compliance.
• Maintain and retrieve physical records stored on-site for digitization.
• Maintain confidentiality and integrity of records and information.
• Create, revise, and format documents including contracts, reports, and manuals.
• Track and manage document version control.
• Verify that controlled documents include key information such as dates, titles, and applicable signatures before processing.
• Ensure documents are clear, concise, and meet regulatory standards.
• Ensure adherence to local, state, and federal regulations regarding records retention and privacy.
• Implement security measures to protect sensitive information.
• Respond to internal and external records requests.
• Maintain confidentiality and integrity of both physical and electronic records.
• Maintain and operate electronic records management systems (ERMS).
• Collaborate with IT to troubleshoot and improve document systems.
• Train staff on records and document management procedures.
• Provide information and prepare reports on records management metrics and compliance.
• Document and track the disposition of records (e.g., archiving, destruction).
• Provide support for audits and legal inquiries.

Remote Work Responsibilities

• Access and manage electronic records securely from remote locations.
• Communicate effectively with team members and stakeholders via virtual platforms.
• Ensure remote work complies with organizational data security policies.
• Maintain productivity and responsiveness while working off-site.

On-Site Responsibilities

• Handle physical records and documents stored at the facility.
• Support in-person audits, inspections, and records retrieval.
• Cookordinate with other departments for on-site document needs.
• Ensure physical records are properly stored, labeled, and protected.

Qualifications

• Education & Experience: BA or BS desirable; High School diploma or equivalent is required as a minimum. 2+ years of experience in records or document management.
• Skills: Strong organizational and time management skills. High attention to detail and accuracy. Excellent written and verbal communication. Ability to handle confidential information discreetly. Knowledge of records retention laws and best practices.
• Certifications (Preferred): Certified Records Manager (CRM) Information Governance Professional (IGP)

Compensation Details

$65,000 - $80,000

Benefits Overview

• Health, dental, and vision insurance
• Paid time off and holidays
• Retail benefits (including 401(k) matching)
• Retirement benefits
• Education reimbursement
• Parental leave
• Employee stock purchase plan
• Tax-saving options
• Disability and life insurance
• Pet insurance