Records & Branding Specialist

Obligations and Responsibilities:

Records Management

• Reorganizing the digital archives to align with the retention policy and best practices, and tracking down missing documents to fill in gaps in the collection.
• Organizing and maintaining the organization’s physical and digital documents.
• Ensuring protection of records (security, safety, confidential handling, and compliance activities).
• Handling the intake of new records and properly destroying documents according to retention policies.
• Scanning physical documents into digital formats and ensuring clarity and completeness of digital files.
• Responding quickly to time-sensitive requests for internal and external file sharing.
• Locating missing records to ensure complete and consistent collections.
• Following internal and external regulations and best practices for records management.
• Receive, sort, and distribute incoming mail, packages, and other documents to the appropriate departments.
• Handle sensitive and confidential information with discretion and ensure compliance with data privacy regulations.
• Make recommendations to management regarding process improvements and records policies.
• Assist with projects and other administrative tasks as assigned by management.

Relationship, Interdependency, Supervisory Responsibilities:

• Independent work with minimal supervision, highly collaborative with other teams.

Other Requirements:

Education

• Bachelor’s degree in Communications, Business, Marketing, or related field preferred.

Experience

• Two or more years of experience managing records, sensitive information, or archiving.
• Experience using Box or Intralinks preferred.

Knowledge, Skills, Abilities

• Excellent organizational skills and attention to detail.
• Excellent written and verbal communication skills.
• Ability to maintain confidential and meticulous records.
• Ability to execute complex projects, manage priorities, and take initiative when encountering obstacles.
• Ability to understand and interpret legal and business documents accurately for records management purposes.
• Gathering and sorting mail, retrieving packages
• Computer skills, including proficiency in the Microsoft Office Suite and Mac applications.
• Proficiency with Adobe products.

Language Requirements

• Able to comprehend, convey, and deliver messages, both written and verbal, using full professional working proficiency in English.

Travel Requirements

• Able to pick up mail and ship packages as needed.

Physical Requirements

• Able to ascend and descend a ladder to access file cabinets and frequently move file boxes weighing up to 50 pounds.
• Able to remain in a seated position for prolonged periods of time.
• Able to enter text or data into a computer, phone, or other device by means of a keyboard. Devices may include a traditional keyboard, 10-key pad, touchscreen, or others.
• Able to express or exchange ideas verbally to convey information to colleagues and to provide detailed spoken instructions accurately, audibly, and efficiently.