Field Representative II, Records Mgt

Field Representative II, Records Mgt

POSITION PROFILE

Oversees and coordinates daily tasks, workflow and special projects within the Records Management Department; including, but not limited to, creation, tracking, monitoring, labeling, delivery, closure and storage of active and/or inactive client or firm files. File maintenance including filing and indexing records. Interfaces with supervisors, co-workers, and other staff members for the purpose of exchanging information.

JOB DUTIES AND RESPONSIBILITIES

�· Mentor Records Staff and end users; resolve conflict;; solve problems.

�· Monitor termination email for termination initiations. Process termination in database, create appropriate term packets per employee band. Send to employee via email or UPS. Process returned termination documents.

�· Acts as a subject matter expert in critical company disciplines including advanced data capture,

document management, and workflow.

�· Creates and maintains departmental filing systems.

�· Performs duties of scanning and /or imaging documents

�· Maintains department logs, reports, and/or data entry for functional databases.

�· Demonstrates the ability to transfer files electronically

�· Handle special projects such as destruction implementation as directed.

�· Monitor Records Management email and voicemail boxes and responds appropriately to requests and inquiries.

�· Perform assigned tasks supporting the implementation of the organization’s approved retention schedule.

�· Access, compile, gather, and issue requested records and information.

�· Responsible for HR File Imaging

�· Maintains files according to records management specifications. Responds/handles/routes correspondence, including administrative activities, technical data and drafts/summarizes responses. Ensures confidential treatment of documents and sensitive information.

�· Processes requests from current and former employees for review and/or inspection of employee files following company policy and State Guidelines

�· Provides copies of employee file documents for Legal upon request

�· Ensures that essential HR forms and Federal Government Documents are completed and processed appropriately according to corporate and government guidelines

�· Participates in projects as assigned by the HR Data Services Manager.

�· Assists other HR Services Team members as needed.

�· Maintains a high level of confidentiality.

�· Monitors requests for copies of, review and/or inspection of employee files.

�· Ensures HR forms are completed and processed appropriately.

�· Cross-trains and learns other responsibilities within the team and provides assistance as needed.

�· Process I-9 and new hire documents, and updates I-9 dashboard

�· Process Canada employee health benefits �· create file accordingly

�· Performs other duties as assigned

Qualifications

�· Minimum high school diploma or equivalent; Prefer BA or AA; special training in RM a plus

�· Two to four years of relevant information management or business management experience is preferred

�· Has in-depth knowledge of immigration rules to maintain and manage immigration documents (e.g. Visas) according to legal standards

�· Proficient with Microsoft Word, Excel, database experience and HR Systems experience preferred.

�· Demonstrated ability to follow processes and work with minimal supervision

Knowledge, Skills, and Abilities

�· RIM (Records Information Management) program best practices; familiar with RIM regulations, requirements, and compliance guidelines.

�· Preparation requirements for source documents, operation and maintenance of imaging hardware, imaging process procedures, quality-control procedures for image validation; regulations and compliance requirements.

�· Ability to define problems, collection of data, establishment of facts, and draw valid conclusions.

�· Maintains the skills to understand and identify issues early in the workflow process and communicate alternative solutions and options. Exhibits judgment by making reasonable and defensible decisions and take action to solve problems.

�· Ability to read, assess, and interpret general business documents, procedure manuals, and technical procedures.

�· Ability to effectively communicate information and respond to questions from groups of managers, clients, customers and general public. 

The above statements are intended to describe the general nature and level of work being performed by people assigned to this job. They are not intended to be an exhaustive list of all responsibilities, skills, efforts, or working conditions associated with a job.