Part-time Records Management Specialist

Make Your MoveSwampscott, MA, US

30+ days ago

Job type

Part-time

Job description

Part-time Records Management Specialist

Salem Five is a growing regional financial services organization with a rich history of over 160 years. As an independent bank, we are deeply rooted in the communities we serve and offer our employees successful and rewarding careers. This position requires the ability to work in the Salem, MA offices. The part-time hours for this position will be Tuesday through Friday (12 - 15 hours per week) 8 : 15am start time is negotiable, (but must start at same time each day). During the busy period (January / February), with manager approval, may require 4 hours (instead of standard of three hours) on Wednesdays. Salem Five has more than 30 retail banking branches throughout Essex, Middlesex, Norfolk and Suffolk counties, strong business banking capabilities, an Insurance division, a Wealth Management & Trust organization and a Mortgage Company that has provided homeownership to generations of families.

Salem Five believes deeply in supporting the communities in which we reside. Donations through our Charitable Foundation or events at the branch or location-level are an important part of our DNA. We would not be the company we are without our commitment to businesses and organizations that help the region thrive and to our employees. Come see what we're all about.

JOB DUTIES AND RESPONSIBILITIES include, but are not limited to the following :

Control of the archiving of records
Compliance with applicable bank policy and the Record Retention Schedule
Controlled access to and protection of archived records
Secure transport and storage (preservation) of records
The orderly and consistent destruction (elimination) of records

The Records Management Specialist's responsibilities include the following :

Demonstrating compliance with banking laws and regulations as defined in company policies and procedures pertinent to position.

Providing for a comprehensive, consistent, and systematic approach to managing the storage / access / retention / destruction of the institution's records.

Maintaining the order, integrity, and security of archived bank records at all storage locations.

Managing records, including logging, processing, archiving and retrieving as needed.

Maintaining the Record Retention database, including ensuring that all records entering or leaving the archive system are recorded in a timely manner.

Picking up and delivering records in a secure manner to archives at Corporate Headquarters and satellite storage locations upon request of the various business units. Ensure proper labeling and logging.

Locating and delivering records to staff members as necessary to address business needs (e.g., research, audits, regulatory examinations).

Placing records on a "litigation hold" when instructed to do so by Bank Counsel or Director ERM. Ensuring that the specific inactive physical records involved are retained and not destroyed until further notice by Bank Counsel.

Identifying records for destruction in accordance with the bank's written Record Retention Schedule. Obtaining the necessary acknowledgements from Department Heads and / or pre-designated Department Officers. Transporting records and ensuring proper destruction.

Performing periodic inventories of records in storage at Salem Five Bank locations.

Operation of relevant equipment / machinery (e.g., ramp) and identifying any problems with such equipment.

Communicating and elevating non-routine problems and concerns to Department Management.

The Records Management Specialist must :

Embrace new and emerging technologies to support operations through flexibility, the ability to learn, and adaptability to change;

Be proficient with and comfortable using the internet to search and locate information; and

Be proficient with and comfortable using digital technologies (e.g., mobile smart phones).

In addition, the Records Management Specialist will be responsible for the day-to-day functioning of the records program. Specifically, he / she will be responsible for ensuring that :

All records received into archives are boxed according to Bank standards;

All boxes are accurately labeled in accordance with the Record Retention Schedule;

A current and accurate inventory of stored and destroyed records is maintained, including documentation to substantiate records locations;

All records received or destroyed by the Department are logged into or out of the records inventory;

Boxed records are stored in the proper location;

Upon proper request, records are located in archives, logged out in the databases, and provided to the authorized requesting staff member;

Records management support tickets are processed in an accurate and timely manner;

Records temporarily removed from storage are returned to the proper location, including monitoring and follow-up to ensure records are returned in a timely manner;

Documents are destroyed in accordance with the Record Retention Schedule; and

Distributing incoming mail for the ERM Department.

Responsible and accountable for demonstrating a commitment to the company's mission statement including understanding that all divisions of the bank work together for one common purpose which is to delight our customers with the exceptional ease of banking at Salem Five. Establish and maintain effective working relationships with departmental clientele.

Comply with laws, regulations, policies, and procedures.

Embrace new and emerging technologies to support operations through flexibility, the ability to learn, and adaptability to change.

Assume additional responsibilities as requested including, but not limited to, special projects connected to acquisition of records from another bank or insurance agency, internet research, and data entry and validation for ERM applications (e.g., business continuity).

Regular attendance is essential to this position.

EDUCATION and / or EXPERIENCE :

High school diploma or general education degree (GED); or one to three months related experience and / or training; or equivalent combination of education and experience. Must have basic computer literacy and familiarity with Microsoft Word and Access (or other database) software.

CERTIFICATES, LICENSES, REGISTRATIONS :

Valid Driver's License and acceptable driving record.

PHYSICAL DEMANDS :

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to stand; walk; use hands to finger, handle, or feel; reach with hands and arms; stoop, kneel, crouch, or crawl; and talk or hear. The employee is regularly required to sit and perform data entry. The employee is regularly required to bend, climb, and balance. The employee must frequently lift and / or move objects up to 30-35 pounds and occasionally lift and / or move objects up to 45 pounds; the employee must exert up to 50 pounds of force occasionally, and / or up to 35 pounds of force frequently, and / or up to 25 pounds of force constantly to move objects. Specific vision abilities required by this job include close vision. The employee frequently operates relevant equipment / machinery (e.g., ramp).

Benefits / Incentives : Health Insurance, Dental, Vision, Flexible Spending Account, Health Savings Account, 401k Matching, Employee Referral Program, Summer Family Outing, Annual Holiday Reception and more

Salary Range : Competitive Base

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Management Specialist • Swampscott, MA, US