Records and Information Specialist

Work Schedule

• Monday through Friday. 7.5-hour workday with .5-hour unpaid lunch. CLIENT requires a hybrid schedule of a minimum of 3 days on-site, up to including fully on-site depending on department requirements.

Project Overview

• The Records Assistant role supports the Corporate Records team by reviewing, preparing, digitizing, and classifying hardcopy documents for inclusion in the organization’s Records Management System.
• Work in accordance with CLIENT’s records and content management policies Under the supervision of Digital warehouse and the Law department, assist in the creation of a digital collection for archived hard copy law cases. Knowledge of litigation documents required.

Job Functions & Responsibilities

• Review hard-copy documents to determine whether they meet the criteria for official records.
• Classify and accurately name records using established naming conventions and filing guidelines.
• Prepare documents for scanning, including organizing, removing staples, and ensuring materials are in a scan-ready condition.
• Under general direction, responsible for electronic scanning of records, and the supporting processes.
• Includes scanning hardcopy records using standard imaging equipment and verify image quality.
• Upload scanned documents into the Records Management System with correct metadata.
• Maintain organization and tracking of documents throughout the preparation, scanning, and uploading process.
• Assist with basic quality control checks to ensure accuracy and completeness of digitized records.
• Understand specific Business area functions such as: Finance, Payroll, Law, Engineering and other Utility specific roles. Familiarity working with a Records Retention Schedule by associating documents with their Record Series Titles, retention periods, regulations, and RM File Numbers.
• Capture metadata and other valuable data to support records compliance.
• Maintain appropriate confidentiality in matters pertaining to all forms of records, including HIPPA, PII and all other business affairs.
• Proactively work to improve the searchability of the scanned record by understanding business area needs.

Skills

• Strong attention to detail and accuracy.
• Ability to follow established procedures and naming conventions.
• Basic computer skills and comfort working with digital files and databases.
• Ability to manage repetitive tasks while maintaining quality.
• Strong organizational skills and ability to meet deadlines.
• Prior experience with scanning, records management and content management principles, approaches and solutions and demonstrated application
• Demonstrated strong experience with state-of-the-art electronic filing and content management systems
• Ability to prioritize and manage a project from conception to completion, including working with end users to assure the final product meets their standards.
• Prior experience or knowledge of Content Server and SharePoint or other Content Management systems; preferred.
• Ability to lift up to 40 lbs.

Education & Certifications

• Bachelor’s degree, in a related field is preferred.
• 3+ years’ experience in Legal Records or information management.