Records and Information Management Specialist - Maine, United States - Longwood University

Description

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Records and Information Management Specialist

Under general supervision, Records & Information Management Specialist plans, organizes, and implements records management activities in accordance with records maintenance and retention policies.

Responsibilities:
Develops and maintains strategy for full life-cycle management of Division's records regardless of media type.

May include, but not limited to, information inventory of library archive holdings, online catalog of library books, electronic media collection, etc.

Converts hard copy records to digital files to reduce organization's carbon footprint. Coordinates file retention and file management plans with internal stakeholders.
Conducts assessment and addresses gaps or inadequacies in records management controls and processes.
Establishes standardized file naming convention and profiling for Division and implements necessary updates in document management library.

Provides orientation and cross training of new and existing employees and users on records management policies and procedures and records management technologies.

Updates and maintains records management internal guidelines and SharePoint site. Coordinates the review and updates of division internal guidelines.

Manages records management contractor and vendor relationships including, but not limited to, developing scopes of work, conveying concepts and business practices, accepting and monitoring delivery orders, setting schedules, and reviewing final product quality.

Assigns and enforces disposition schedules and generates periodic reports as necessary or as requested.
Performs other duties as assigned or required.

Other information:
KNOWLEDGE and SKILLS
Knowledge of best practices, principles, tools, and techniques of records management.
Knowledge of records management systems and applications.
Knowledge of principles of archives management and records management practices
Knowledge of SharePoint site management and best practices (document libraries, developing lists, and sites)
Skill in oral and written communication.
Skill in cataloguing files with appropriate tags for ease of reference
Skill in assessing and prioritizing multiple tasks, projects and demands.
Skill in developing and maintaining online databases.
Skill in establishing and maintaining cooperative working relationships with employees.
Skill in operating a personal computer utilizing a variety of software applications

MINIMUM EDUCATION QUALIFICATION
A Bachelor's degree in Business Administration, Records Management/Information Systems or related field. Progressively responsible professional work-related experience, education, or training may be substituted on a year-for-year basis for college education.

MINIMUM EXPERIENCE QUALIFICATION
Non-supervisory -

Three (3) years professional work experience in records management and working with document management systems. An equivalent combination of relevant education and/or training may be substituted for experience.

MINIMUM CERTIFICATION QUALIFICATION
N/A

PREFERRED EDUCATION QUALIFICATION
N/A

PREFERRED EXPERIENCE QUALIFICATION
Experience with SharePoint

PREFERRED CERTIFICATION QUALIFICATION
Certified Records Analyst (CRA) through the Institute of Certified Records Managers (ICRM)

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