Officer Records Specialist

Overview

The Salvation Army, an international movement, is an evangelical part of the universal Christian Church. Its message is based on the Bible. Its ministry is motivated by the love of God. Its mission is to preach the gospel of Jesus Christ and to meet human needs in His name without discrimination.

We are the largest non-governmental provider of social services in America and every year, we help over 30 million Americans overcome poverty, homelessness, addiction, economic hardships, loneliness, and exploitation through a wide range of programs and services.

The Officer Records Specialist is responsible for processing all incoming documents and photos in support of information changes made in Officer Management System, serving as a backup to the Officer Records Manager, and assisting with project-based digitization work as assigned.

Based in West Nyack, NY, this position requires approximately 35 hours of work per week and may be eligible for a hybrid work arrangement (3 days onsite).

Responsibilities

• Process all incoming documents in support of changes made in the Officer Management System and ensure information is complete and accurate including but not limited to all documentation supporting accepted candidates, re - acceptances, terminations, allowance changes, transfers, retirements, promotions.
• Work with the departments at THQ and commands to resolve any discrepancies and obtain any missing documentation.
• Serve as a backup to the Officer Records Manager for Officer Management System changes and assist with obtaining, entering, and reporting data as required. Assist with office data projects as required.
• Handle UKG user support related to login credentials, password resets, and paperless W2s.
• Organize and maintain official officer photos on the network and update photos in Officer Management System. Respond to all requests for photos.
• Serve as the department lead on scanning software Kofax / Content Manager training and troubleshooting.
• Process all incoming officer service reviews including uploading documents to Content Manager and coordinating with the Assistant Secretary Personnel to ensure all information is forwarded as required.
• Prepare and track requests for officer files from divisions following transfers, terminations, resignations, retirements, and Promotions to Glory.
• File paper and electronic documents in officer case files and scan / upload them into the content management system, creating new case files and sealed wallets as needed.
• Project based digitization work to include scanning active officer case files, retired officer case files, case closed files, PTG case files and personnel reports into the USAE content management system.
• Maintain changes / corrections to be updated in Content Manager and the Kofax controlled list of officer metadata. Update Content Manager directly with any updates / changes and ensure alignment with Officer Management System through regularly schedule validation exercises.
• Conduct basic quality assurance tests of scanning equipment and assist with resolving any problems when they occur in the imaging system.
• Analyze scanned data to determine its accuracy and integrity.
• Perform special research related to the data as requested and retrieve documents from the Content Manager and microfilm.
• Maintain logbook of all case file requests and act as courier for case files at THQ.
• Prepare and track files to be mailed to and from other territories and The Salvation Army National Archives.
• Prepare and maintain a step-by-step procedural guideline for all tasks associated with this position.
• Provide strict protection of confidential documents.
• Provide administrative support to the OSR Director as needed and complete other projects as assigned.

Qualifications

What We Offer

All qualified applicants will receive consideration for employment without regard to race, color, sex, national origin, disability or protected veteran status.

Salary : $30