Records Management Specialist

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Under the supervision of the Chief Operating Officer, the Records Management Specialist is responsible for maintaining accurate and organized records ensuring data is entered, updated, and filed in accordance with established procedures to support data accuracy and reliability. This role is responsible for electronic and physical records of people supported, throughout the organization.

Job-Specific Duties and Responsibilities Data Entry and Data Integrity Enter, update, and verify data in the CIMS database with high accuracy and attention to detail, following established standards for data entry. Review data for completeness, consistency, and correctness; resolve discrepancies promptly. Maintain data integrity by performing routine audits and quality checks.

Collaborate with internal stakeholders to gather and confirm data requirements. Ensure timely processing of all data entry tasks to support operational needs. Digital Records Management Scan, digitize, and electronically organize records to support document preservation, accessibility, and compliance with organizational standards.

Follow established standards for data entry, naming conventions, and recordkeeping. Organize and maintain digital filing structures to ensure efficient record access. Convert and upload files into standardized formats (PDF, CSV, etc.) for archival purposes. Physical Records Management Organize, maintain, and manage physical file rooms and document storage areas.

File documents accurately and systematically for easy retrieval. Purge outdated or obsolete records per established document retention schedules. Ensure proper labeling, indexing, and storage of documents to maintain order and compliance. Records Retrieval Locate, retrieve, and provide records and documents in response to departmental requests, audits, investigations, and operational needs, ensuring timely and accurate access to information.

Track, monitor, and maintain records in accordance with organizational policies. Maintain log of retrieved records and track fulfillment request status. Compliance and Documentation Adhere to document retention policies, confidentiality guidelines, and data protection standards. Maintain accurate logs of documents purged, archived, or transferred.

Ensure sensitive information is handled and disposed of securely. Administrative Support Assist with related administrative tasks as needed (e.g., scanning, copying, and document preparation). Communicate with team members regarding record requests and data updates. Provide support for special projects involving data consolidation or records cleanup.

Assist with front desk coverage as needed. Other incidental and occasional duties which are reasonably within the scope of this position may be assigned or required by the supervisor, particularly during urgent situations. Required Qualifications Bachelor's degree plus two years of relevant professional experience; or associate degree plus four years of relevant professional experience; or high school diploma or GED plus six years of relevant professional experience.

Strong attention to detail and organizational skills. Ability to handle confidential information with discretion. Effective communication and collaboration skills. Required to work in the office 95% of the time. Reliable transportation. Ability to read and write fluently in English and have a good understanding of the English language.