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Document Management Specialist
2 months ago
The hourly salary for this position is $21.30.
Job DescriptionWe are seeking a detail-oriented Records Clerk to manage and analyze both physical and electronic records in our printing industry client's organization. This role plays a critical part in ensuring accurate record management and analysis. The successful candidate will be responsible for creating, tracking, and preparing hard copy files for storage while analyzing electronic data related to these files using file tracking software. Proficiency in utilizing this software to search for, locate, and manage records, as well as extracting and analyzing data in Excel using complex formulas, is essential.
This position requires excellent attention to detail, ensuring accuracy and quality in all work. The ability to prioritize tasks effectively to manage multiple projects and deadlines in a fast-paced environment is crucial. Excellent verbal and written communication skills, exceptional customer service skills, and the ability to work independently and as part of a team with minimal supervision are also required.
In addition to the primary role, we may require assistance in providing services across all service lines as needed. To succeed in this role, you will need to have a high school diploma or equivalent, 2+ years of records management experience, advanced Excel skills, and strong computer skills.
Responsibilities:
- Utilize file tracking software to initiate searches, locate, and retrieve hard copy records from storage, and distribute files to requestors while updating the software with the current location.
- Produce management reports based on search criteria provided by requestors.
- Perform detailed analysis on structured and unstructured data to determine eligibility for disposal, comparing reports against retention schedules.
- Review and compare disposal reports against legal hold reports to retain necessary records.
- Create, organize, and navigate Excel spreadsheets containing large amounts of data, using advanced Excel functions like Conditional Formatting and VLOOKUP for data review.
- Prepare physical files for storage according to the client's procedures, ensuring records are accurately logged in the file tracking software and attached electronically to the appropriate archive box before storage.
- Use the storage vendor's software to manage archive orders, including retrieving records, running management reports, and coordinating the return of records and boxes.
- Scan documents to electronic format following established naming conventions, maintain soft copies on designated drives, and forward them electronically to requestors.
- Periodically audit, edit, and update records as necessary within the file tracking software.
- Adhere to client policies related to handling sensitive and confidential documents and information.
To excel in this role, you will need:
- A high school diploma or equivalent (GED) required.
- 2+ years of records management experience with extensive experience working with records management software.
- Advanced Excel skills, with a strong emphasis on data analysis and the use of complex formulas.
- Strong computer skills, including the ability to solve basic technical problems.
- Excellent attention to detail, ensuring accuracy and quality in all work.
- Ability to prioritize tasks effectively to manage multiple projects and deadlines in a fast-paced environment.
- Excellent verbal and written communication skills.
- Exceptional customer service skills.
- Ability to work independently and as part of a team with minimal supervision.
- Physical ability to lift up to 50 lbs. on a regular basis and work standing up for long periods when required.
- Knowledge and basic experience in operating reproduction equipment for scanning files to electronic format.
- Strong interpersonal skills with a collaborative team-oriented approach.
- Excellent organizational skills.
- Outstanding punctuality and attendance record.
We provide recruitment services through quality support and a personalized approach to job seekers and businesses. Only candidates who match hiring criteria will be contacted.
