Records Management Specialist

Record Management Office Professional

Business Overview:

The CIB Americas ITO CCCO is highly collaborative across the Bank. Engagements span all business lines, functions, and/or regions. This position is part of a Records Management Office (RMO) team that oversees and coordinates all aspects of regulatory and non-regulatory records for the bank. The position requires acting as a Records and Information Management (RIM) champion, ensuring accuracy and efficiency, to promote RIM initiatives, with minimal supervision. The RMO implements proactive measures to meet regulatory scrutiny, and stringent corporate governance requirements. It is the RMO’s goal to manage corporate records efficiently, protect and store records securely, make records accessible when needed and destroy out-of-policy records on a periodic basis.

*Physical presence in the office(s) is an essential function of this position. For this role, the ability to be in the office a minimum of three days a week is an important consideration. This role will be hybrid, consisting of an in office and remote working component.

Responsibilities:

• A thorough understanding of the books and records rules of the Securities Exchange Commission (SEC), Financial Regulatory Authority (FINRA), Commodity Futures Trading Commission (CFTC), Exchanges (exp. Chicago Mercantile Exchange, Chicago Board of Trade, etc.), National Futures Association (NFA) and other entities and governing bodies is required. The candidate will use industry and regulatory knowledge to guide stakeholders through seamless adherence to regulatory and enterprise standards, providing suggestions for process improvements and risk mitigation as the RMO develops.
• Provide governance to Swap Trade Reconstruction process
• Keep abreast of relevant regulatory changes/developments
• Communicate regulatory information locally and globally
• Streamline, and continuously seek to improve, processes for the distribution, retrieval, and storage of records, including onboarding new information technologies into the firm.
• Work closely and proactively with Compliance, Legal and Business Units to establish and manage Records Management policy requirements and the required operational processes to ensure that the policy is met. This includes the implementation of all regulator driven requirements, including SEC, FINRA, Dodd Frank, NYDFS and any other applicable regulations.
• Drive the transformation of the firms’ records management processes to meet organizational and regulatory requirements
• Develop and/or deliver presentations to senior management on records management best practices of procedures
• Expertise in U.S. regulations, particularly for Systemically Important Financial Institution , from an Records Management perspective, with familiarity of global regulations
• Expertise in CFTC 1.31, SEC 17a-3/4, SEC 18a-5/6
• Superior ability to organize verbal and written communication to clarify purpose and importance, stress major points and follow a logical sequence
• Ability to operate in a complex environment, managing multiple complex initiatives covering global markets, technology, project management etc.
• Familiarity with current regulations related to Records Management.
• Ability to multi-task on an ongoing basis
• Ability to interact effectively with people at all levels of the firm

Minimum Required Qualifications:

• Minimum 10 years of experience in either Financial Services firms or management consulting, with a focus on Records Management
• Education - Bachelor’s degree required.
• Smooth and efficient written and oral communication skills, with the ability to explain complex issues clearly and concisely to audiences of varying technical or accounting levels.
• Proven records of working with and presenting to senior management.
• Proficient in using Microsoft software Office skills (Excel, Word, Access, PowerPoint, Visio, Project).
• Rigorous, self-disciplined, paying attention to detail.
• Capacity to interact with people in different areas, building strong and reliable business relationship.
• Self-starter and willingness to learn new topics and regulations.

Preferred Qualifications:

• Good knowledge of capital markets and banking activities: financial products, front to back organization, front to back processes and workflow
• Good understanding of banking organization structure: CIB vs non-CIB entities, regional organization, local set-up
• Maintain strong external network of peer firms/subject matter experts to maintain detailed knowledge of good record retention market practices
• Develop strong internal network across businesses and control functions to maintain detailed knowledge of internal strategy and practices
• Ability to influence others and achieve objectives with limited direct reporting supervision

FINRA Registrations Required:

• Not Applicable

CFTC Swap Dealer Associated Person (if yes, NFA Swaps Proficiency Program is required):

• Not Applicable

SEC Security-Based Swap Dealer Associated Person:

• Not Applicable