Records Specialist

POSITION SUMMARY

Responsible for assisting with various aspects of Constellis' Records Management Program. The Records Management Specialist role has two primary functions: One, conduct quality control checks on electronic business records saved in SharePoint, Polaris, and other electronic record programs as needed, and two, inventory all incoming boxes of hard copy business records and upload that information into Record Management's storage software.

RESPONSIBILITIES

• Review and inventory the contents of business records boxes, then upload the data to Records Management's box tracking database.
• Pickup and/or delivery of business records to Constellis office buildings on the Moyock the premises.
• Quality control check incoming business records uploaded from various departments into SharePoint and Polaris for accuracy.
• Have a high level of understanding of multiple software systems, including SharePoint, Polaris, and Exterro.
• Ensure that current and future documentation procedures are followed so that proper document retention is maintained.
• Assist with other departments on large-scale scanning projects of their hard copy business records.
• Provide collaboration and support for Records Management projects.
• Successfully interact with Constellis employees and customers at all levels.
• Assist with a monthly review and validation of business records for all new DBA claims with 100% accuracy.
• Conduct biannual audits of all Records Management document storage facilities and locations, ensuring a 100% final accuracy rate.
• Escort the Secure Shred Vendor on the Moyock premises when they are onsite.
• Ensure all safety and security measures are followed at all times within Records Management's document storage facilities and locations.
• Assist with the Request for Destruction process for all eligible business records.
• Use a high level of knowledge of computer, scanner, printer, and other technology as needed to support records management initiatives and operations.
• Add and retrieve boxes from storage locations in the onsite document storage facilities in Moyock, NC, either manually or with a forklift.
• Identify possible compliance issues and report them to the Manager of Records Management.
• Maintain confidentiality of all personnel information and business records.
• Ability to travel within the United States. (10% of job function)
• Other duties as assigned.

QUALIFICATIONS

• High school diploma or equivalent required.
• At least one year of Records Management experience preferred.
• Warehouse experience preferred.
• Forklift certification at company expense, is required within 90 days of the job start date.
• Beggining level of knowledge in Microsoft Office Suite is required with the ability to learn new software in a timely manner.
• Clean driving record is required.
• High work ethics with a “go get it” attitude.

BENEFITS

Constellis offers a comprehensive, total rewards package that includes competitive compensation and a flexible benefits package that reflect its commitment to creating a diverse and supportive workplace.

• Medical, Vision & Dental Insurance
• Paid Time-Off Program & Company Paid Holidays
• 401(k) Retirement Plan
• Insurance: Basic Life & Supplemental Life
• Health & Dependent Care Flexible Spending Accounts
• Short-Term & Long-Term Disability
• Personal Development & Learning Opportunities
• On-the-job Training, Skills Development & Certifications
• Employee Referral Program
• Corporate Sponsored Events & Community Outreach

WORKING CONDITIONS

Work is performed in a busy office and warehouse environment with frequent interruptions. Business work hours are Monday-Friday standard core hours, however some extended or weekend hours may be required. May be exposed to changing outside weather conditions, inside warehouse climate, and possible fumes in a warehouse-type environment. 

PHYSICAL REQUIREMENTS

Must be capable of lifting and carrying awkward items weighing up to 50 pounds. The workday requires intermittent standing, walking, sitting, squatting, stretching, and bending.