This person serves as a Records Specialist, responsible for executing a full range of records management activities. This role involves processing electronic and physical records, ensuring data integrity through quality assurance, and managing the enterprise records management system. Key duties include receiving, reviewing, and uploading records, responding to internal and external information requests, and ensuring all activities comply with records management laws and retention policies. The specialist will also play a crucial part in protecting sensitive information, performing data analysis for reports, and participating in projects such as converting paper records to electronic formats.
Working under general supervision, the specialist applies established policies and procedures to resolve most day-to-day issues independently, referring more complex problems to a higher level. This position requires strong knowledge of records management principles, experience with enterprise records systems like Documentum, and proficiency in office applications. The role is vital for maintaining the accuracy, accessibility, and compliance of the organization's records, directly supporting the operational needs and goals of various departments by ensuring timely access to correct information.
PRINCIPAL RESPONSIBILITIES: - Receives, reviews, performs quality assurance checks and uploads electronic records to the enterprise records management system
- Responds to internal and external records requests.
- Recognizes and protects sensitive information. Submits records, as needed, for classification reviews.
- Identifies and extracts reports and performs queries from enterprise records management system
- Participates in scanning projects to convert paper to electronic formats.
- Understands records management principles and records retention policies.
- Familiar with electronic records management systems to index documents, maintain (for example, Documentum).
- Familiar with records management laws and requirements.
- Understands workflows.
- Interfaces with projects/functions/organizations on records management and document control policies and procedures
- Performs data entry, maintains databases, and produces logs, transmittals and other reports.
- Extracts, compiles, and analyzes data for the preparation of reports, studies, or statistics.
- Participates in or performs self and management assessments.
- Performs destruction of record material in accordance with the DOE Records Retention Schedule, ensuring no moratoriums or legal holds exist.
- May perform special projects that pertain to departmental and/or company goals as directed by supervisor.
- Process sick worker claims for DOE. Work on medical records.
- Perform data entry using document management systems to index documents, maintain databases, and produce logs, transmittals and other reports.
- Establish and maintain a filing system of records for project or departmental documents, such as reports, correspondence, engineering, safety documents, procurement and any other department-specific materials.
- Protect and maintain records to ensure confidentiality of the material.
- Extract, compile, and analyze data for the preparation of reports, studies, or statistics.
- Perform other administrative duties as required.
JOB KNOWLEDGE: - Excellent written and oral communication skills.
- Strong organizational skills.
- Knowledge of technical vocabulary and terminology common to the assignment.
- Knowledge of document and records functions.
- Proficient in Microsoft Office applications and Adobe.
- Experience with Records Management software applications.
- Ability to handle sensitive and confidential information.
- Ability to manage multiple tasks simultaneously and in a proficient manner.
- Ability to develop and analyze information for studies and reports
Education: AA/AS degree or equivalent combination of education and relevant work experience required. Experience: 4+ years related experience in information, document and records management required. Knowledge and experience with enterprise records management systems. Level Specific Responsibilities in addition to those listed under Records Specialist I: Under general supervision: - Resolves most problems/issues raised but refers more complex issues to higher levels.
- Understands and performs higher-level requirements related to enterprise records management system.
- May serve as a resource to others in the resolution of problems and issues.
- Hold a Q security clearance or have the ability to obtain one.
- Experience working in federal agency space (DOE site work experience - preferred).
- Strong interpersonal skills including effective oral and written communication skills.
- Derivative Classifier preferred
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