Records Specialist II/Senior Records Specialist (San Diego)

General Summary

Under limited supervision, performs a variety of Records & Information Management (RIM) functions. Including but not limited to identifying and managing all credit union records, operation of archival equipment, configuration and maintenance of Enterprise Content Management (ECM) systems, and related software. Supports corporate Knowledge Base by ensuring that the most current version of the credit union’s procedures, policies and forms are available to all users. Manages cases and feedback submitted by users regarding issues, questions or concerns ensuring the best user experience.

Provides quality member service to all internal/external customers; works closely with branches and departments for research and production of documents relating to member transactions and credit union records.

Principal Accountabilities (95%)

Acts as primary contact for internal and external customers seeking information regarding credit union records. Responds to all requests within required timelines.

• Supports credit union with the management and production of records related requests from both internal and external customers.
• Responds in a timely manner to all records related inquiries.
• Researches, produces, and provides records related documentation in accordance with request directive and adheres to all records policies, procedures, and schedules.
• Responsible for ensuring compliance to and the production of records related to all legal, audit and compliance requests.

Performs various duties related to Document Management and Enterprise Content Management (ECM).

• Performs all duties related to the management of credit union records regardless of format. 
• Responsible for all duties related to the credit union’s enterprise-wide ECM systems.
• Performs data entry, quality control, and updates, maintains, and manages records related software and systems.
• Works with vendors and IT regarding software and hardware issues to ensure systems are functioning at optimal levels. 
• In conjunction with vendors, maintains, repairs, and keeps equipment in good working order.

Responsible for all Credit Union record retention to include:

• Responsible for maintaining an inventory of all incoming records and their proper retention.
• Maintains vault inventory in an organized manner.
• Assists with document disposition process to include interaction with vendor and notification of all interested parties.
• Coordinates and performs work related to preparing, shipping, maintaining, and retrieving offsite storage items.
• Interacts with Offsite Records Management vendors to ensure inventory is properly maintained and records are accurate.

Records Specialist II only:

• Assists management with Internal and External Audits.
• Acts as Custodian of Records regarding legal matters.
• Maintains Vault Inventory and Subpoena Tracking/Response Logs.
• Responsible for the management of all forms, procedures, and policies on the intranet and SharePoint Knowledge Base.
• Assists with electronic document configuration and management activities.

Senior Records Specialist only:

• Prepares and conducts periodic destruction of records both on and offsite adhering to all relative policies and procedures.
• Performs regular review of procedures ensuring accuracy. Develops new procedures when appropriate and makes all necessary corrections timely.
• Conducts periodical Records team training, including training new team members.
• Assists management in coordinating the fulfillment of all requests for records or data, whether internal or external.
• Prioritizes and ensures that all department tasks are completed within SLA’s, reports any issues to management team.
• Assists management with reports related to Records Management and periodical statistical reporting of Records functions.

Secondary Accountabilities (5%)

• Assists with special projects.
• Performs other duties as assigned.
• Complies with BSA requirements as commensurate with position.

Position Requirement and Qualifications 

Abilities:  

Ability to work independently with minimum supervision in a high-volume environment and meet or exceed established baselines and goals.  Demonstrates excellent member service, interpersonal, and listening skills. Affective organizational and research skills. Strong reading and writing skills required. Fluent knowledge of Windows, Microsoft Office products. Advanced analytical and problem-solving abilities. Ability to recognize and solve business problems by applying appropriate use of logic to quickly isolate and resolve the trends or problems. Ability to lift 50 pounds.

Knowledge, Education, Certifications, Licenses:  

High school education or equivalent. Basic knowledge of general office operations, policies and procedures. Advanced computer knowledge to include knowledge of imaging equipment and document management software. Basic knowledge of Credit Union policies and procedures to include loan products and procedures, and branch operations.

Experience:  

Two years to four years in a general office environment and customer service experience. Credit Union and Records and Information Management (RIM) experience a plus.

Working Conditions and Physical Demands

Work is performed in a general office environment.  This position does require significant physical efforts. The ability to lift 50lbs per shift.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.   Refer to the Safety & Health Policy found in North Island Credit Union’s Employee Handbook & Resource Guide.