What are the responsibilities and job description for the Records and Information Specialist - Houston, TX position at Phillips 66?
Phillips 66 & YOU - Together we can fuel the future
The Records and Information Specialist is responsible for the preservation of records that the Company and Business Unit (BU) are required to maintain for both regulatory and business purposes. This includes supporting information management systems and processes to ensure records are kept and maintained in compliance with the Company’s specified policies. The Information Specialist will also lead and drive the Records Management Program for the BU, acting as the Subject Matter Expert.
Responsibilities may include:
Provide functional guidance and direction to the organization, ensuring alignment with records management policies and established standards as the Subject Matter Expert
Collaborate with Legal and Corporate Records teams to develop and establish a Records Retention Schedule (RRS)
Responsible for the management, setup, and execution of the BU’s file plan
Aid and train the BU on the lifecycle management of information and records
Manage and develop training materials and process controls for content management systems (LiveLink, SharePoint, O365, SAP, MWC, and others)
Manage and execute records and deliverables related to newly acquired assets or joint venture transitions
Conduct assessments to ensure compliance with information management standards
Oversee and ensure compliance with legal hold orders for the BU
Identify opportunities for process improvements and provide recommendations to the BU
Research and analyze complex records management challenges, proposing resolutions to the supervisor
Communicate and collaborate with third-party vendors as needed for projects and records activities
Maintain and support the BU’s web and SharePoint site platforms
Serve as the functional expert for records management, providing guidance to the BU
Act as the Business System Coordinator (BSC) for the LiveLink Document Management System
Manage and oversee LiveLink Document Management System’s or other platform folder structure and access control groups
Lead or assist with special projects as required
Provide assistance and support in the Information Management Group’s activities as needed
Required Qualifications:
Legally authorized to work in the job posting country
High school diploma or GED equivalent
3 years of experience in Records & Information Management
3 years of experience with managing SharePoint Records Sites
3 years of hands-on administration of a Document Management System
3 years of experience working with oil & gas engineering documentation
Proficient in Microsoft applications
Strong ability to maintain a high level of confidentiality
Excellent communication skills, with the ability to effectively engage with all levels of the organization
Proven ability to manage and complete tasks successfully
Ability to lift/move up to 40 pounds
Willingness to travel up to 5% of the time to field locations as required, with or without reasonable accommodations
Preferred Qualifications:
Bachelor’s Degree Information Management System
Experience in migrating records from multiple platforms
Certifications in Records & Information Management (CRM, CRA, CIP, IGP)
3 years of experience managing records in SharePoint Connection Sites
3 years of hands-on experience with the LiveLink Document Management System
2 years of experience in midstream operations or a related industry
2 years of experience in engineering, procurement, and contracts deliverables for Operations projects
Strong written and verbal communication skills, with the ability to communicate effectively across all levels of the organization
Strong planning and organizational skills
Midstream
The Phillips 66 Midstream business is a safe, reliable, and trusted provider for the movement, storage, gathering, and processing of liquid or gas energy via pipelines or terminals. We are an industry leader in logistics and operate or manage more than 70,000 miles of pipelines that transport crude oil from oil fields to refineries and finished products from refineries to storage terminals. We operate 39 terminals that supply finished products to consumer gas stations, as well as crude oil and NGL storage terminals and NGL fractionation facilities. Our capabilities include extensive natural gas gathering and processing operations, enhancing our wellhead-to-market strategy. We also provide the connectivity between the various Phillips 66 business units.
Total Rewards
At Phillips 66, providing access to high quality programs and care for you and your family is important to us. Maintaining a culture of well-being — physical, emotional, social, and financial — is essential for a high-performing organization. When we are at our best, we are poised to deliver exceptional results — personally and professionally. Benefits for certain eligible, full-time employees include:
Annual Variable Cash Incentive Program (VCIP) bonus
8% 401k company match
Cash Balance Account pension
Medical, Dental, and Vision benefits with an annual company contribution to a Health Savings Account for employees on HDHP
Total well-being programs and incentives, including Employee Assistance Plan, well-being reimbursement, and backup family care services
This position is eligible for the Phillips 66 geographic differential pay program. Details and terms to be conveyed in offer of employment.
Learn more about Phillips 66 Total Rewards (http://hr.phillips66.com) .
Phillips 66 has more than 140 years of experience in providing the energy that enables people to dream bigger and go farther, faster. We are committed to improving lives, and that is our promise to our employees and our communities. We are sustained by the backgrounds and experiences of our diverse teams, which reflect who we are, the environment we create and how we work together. We have been recognized by the Human Rights Campaign, U.S. Department of Labor and the Military Times for our continued commitment to inclusive practices and policies in the hiring and retention of those in the LGBTQ community and military veterans. Our company is built on values of safety, honor and commitment. We call our cultural mindset Our Energy in Action, which we define through four simple, intuitive behaviors: We work for the greater good, create an environment of trust, seek different perspectives and achieve excellence.
Learn more about Phillips 66 and how we are working to meet the world's energy needs today and tomorrow, by visiting phillips66.com.
To be considered
In order to be considered for this position you must complete the entire application process, which includes answering all prescreening questions and providing your eSignature on or before the requisition closing date of 04/14/2025 .
Candidates for regular U.S. positions must be a U.S. citizen or national, or an alien admitted as permanent resident, refugee, asylee or temporary resident under 8 U.S.C. 1160(a) or 1255(a)(1). Individuals with temporary visas such as E, F-1, H-1, H-2, L, B, J, or TN or who need sponsorship for work authorization now or in the future, are not eligible for hire.
Phillips 66 is an Equal Opportunity Employer
The Records and Information Specialist is responsible for the preservation of records that the Company and Business Unit (BU) are required to maintain for both regulatory and business purposes. This includes supporting information management systems and processes to ensure records are kept and maintained in compliance with the Company’s specified policies. The Information Specialist will also lead and drive the Records Management Program for the BU, acting as the Subject Matter Expert.
Responsibilities may include:
Provide functional guidance and direction to the organization, ensuring alignment with records management policies and established standards as the Subject Matter Expert
Collaborate with Legal and Corporate Records teams to develop and establish a Records Retention Schedule (RRS)
Responsible for the management, setup, and execution of the BU’s file plan
Aid and train the BU on the lifecycle management of information and records
Manage and develop training materials and process controls for content management systems (LiveLink, SharePoint, O365, SAP, MWC, and others)
Manage and execute records and deliverables related to newly acquired assets or joint venture transitions
Conduct assessments to ensure compliance with information management standards
Oversee and ensure compliance with legal hold orders for the BU
Identify opportunities for process improvements and provide recommendations to the BU
Research and analyze complex records management challenges, proposing resolutions to the supervisor
Communicate and collaborate with third-party vendors as needed for projects and records activities
Maintain and support the BU’s web and SharePoint site platforms
Serve as the functional expert for records management, providing guidance to the BU
Act as the Business System Coordinator (BSC) for the LiveLink Document Management System
Manage and oversee LiveLink Document Management System’s or other platform folder structure and access control groups
Lead or assist with special projects as required
Provide assistance and support in the Information Management Group’s activities as needed
Required Qualifications:
Legally authorized to work in the job posting country
High school diploma or GED equivalent
3 years of experience in Records & Information Management
3 years of experience with managing SharePoint Records Sites
3 years of hands-on administration of a Document Management System
3 years of experience working with oil & gas engineering documentation
Proficient in Microsoft applications
Strong ability to maintain a high level of confidentiality
Excellent communication skills, with the ability to effectively engage with all levels of the organization
Proven ability to manage and complete tasks successfully
Ability to lift/move up to 40 pounds
Willingness to travel up to 5% of the time to field locations as required, with or without reasonable accommodations
Preferred Qualifications:
Bachelor’s Degree Information Management System
Experience in migrating records from multiple platforms
Certifications in Records & Information Management (CRM, CRA, CIP, IGP)
3 years of experience managing records in SharePoint Connection Sites
3 years of hands-on experience with the LiveLink Document Management System
2 years of experience in midstream operations or a related industry
2 years of experience in engineering, procurement, and contracts deliverables for Operations projects
Strong written and verbal communication skills, with the ability to communicate effectively across all levels of the organization
Strong planning and organizational skills
Midstream
The Phillips 66 Midstream business is a safe, reliable, and trusted provider for the movement, storage, gathering, and processing of liquid or gas energy via pipelines or terminals. We are an industry leader in logistics and operate or manage more than 70,000 miles of pipelines that transport crude oil from oil fields to refineries and finished products from refineries to storage terminals. We operate 39 terminals that supply finished products to consumer gas stations, as well as crude oil and NGL storage terminals and NGL fractionation facilities. Our capabilities include extensive natural gas gathering and processing operations, enhancing our wellhead-to-market strategy. We also provide the connectivity between the various Phillips 66 business units.
Total Rewards
At Phillips 66, providing access to high quality programs and care for you and your family is important to us. Maintaining a culture of well-being — physical, emotional, social, and financial — is essential for a high-performing organization. When we are at our best, we are poised to deliver exceptional results — personally and professionally. Benefits for certain eligible, full-time employees include:
Annual Variable Cash Incentive Program (VCIP) bonus
8% 401k company match
Cash Balance Account pension
Medical, Dental, and Vision benefits with an annual company contribution to a Health Savings Account for employees on HDHP
Total well-being programs and incentives, including Employee Assistance Plan, well-being reimbursement, and backup family care services
This position is eligible for the Phillips 66 geographic differential pay program. Details and terms to be conveyed in offer of employment.
Learn more about Phillips 66 Total Rewards (http://hr.phillips66.com) .
Phillips 66 has more than 140 years of experience in providing the energy that enables people to dream bigger and go farther, faster. We are committed to improving lives, and that is our promise to our employees and our communities. We are sustained by the backgrounds and experiences of our diverse teams, which reflect who we are, the environment we create and how we work together. We have been recognized by the Human Rights Campaign, U.S. Department of Labor and the Military Times for our continued commitment to inclusive practices and policies in the hiring and retention of those in the LGBTQ community and military veterans. Our company is built on values of safety, honor and commitment. We call our cultural mindset Our Energy in Action, which we define through four simple, intuitive behaviors: We work for the greater good, create an environment of trust, seek different perspectives and achieve excellence.
Learn more about Phillips 66 and how we are working to meet the world's energy needs today and tomorrow, by visiting phillips66.com.
To be considered
In order to be considered for this position you must complete the entire application process, which includes answering all prescreening questions and providing your eSignature on or before the requisition closing date of 04/14/2025 .
Candidates for regular U.S. positions must be a U.S. citizen or national, or an alien admitted as permanent resident, refugee, asylee or temporary resident under 8 U.S.C. 1160(a) or 1255(a)(1). Individuals with temporary visas such as E, F-1, H-1, H-2, L, B, J, or TN or who need sponsorship for work authorization now or in the future, are not eligible for hire.
Phillips 66 is an Equal Opportunity Employer
