Records and Information Specialist

ECLARO; City of White Plains (NY); On-site; USD 45,000 - 60,000; Full time

Benefits offered by this job

401k Retirement Savings Plan

Commuter Check Pretax

Medical, Dental & Vision Insurance

Job summary

ECLARO is seeking a Records and Information Specialist for its client in White Plains, NY. The role involves reviewing, digitizing, classifying, and uploading documents into the Records Management System under the guidance of the Corporate Records team and Law department.

Candidates should have experience with scanning, content management, and familiarity with Content Server or SharePoint. Strong attention to detail and ability to handle confidential information are essential.

Qualifications

• Strong attention to detail and accuracy.
• Ability to follow established procedures and naming conventions.
• Basic computer skills and comfort working with digital files and databases.
• Ability to manage repetitive tasks while maintaining quality.
• Strong organizational skills and ability to meet deadlines.
• Prior experience with scanning, records management and content management principles.
• Experience with Content Server and SharePoint preferred.

Responsibilities

• Review hard-copy documents to determine whether they meet the criteria for official records.
• Classify and accurately name records using established naming conventions.
• Prepare documents for scanning and ensure materials are scan-ready.
• Scan electronic records and verify image quality.
• Upload scanned documents into the Records Management System with metadata.
• Maintain organization and tracking of documents through preparation, scanning, and uploading.
• Assist with basic quality checks for digitized records.
• Understand Finance, Payroll, Law, Engineering and other utility areas.
• Familiarity with Records Retention Schedule and RM File Numbers.
• Capture metadata to support records compliance and confidentiality incl. HIPAA/PII.
• Improve searchability of scanned records based on business needs.

Skills

Attention to detail

Documentation

Digital file management

Organizational skills

SharePoint

Tools

Content Server

SharePoint

Job description

Job Number: 26-04479

Want to be part of the Energy Industry? ECLARO is looking for a Records and Information Specialist for our client in White Plains, NY.

ECLARO's Client is America's largest state power organization and is a national leader in energy efficiency and clean energy technology. If you’re up to the challenge, then take a chance at this rewarding opportunity!

Position Overview

• The Records Assistant role supports the Corporate Records team by reviewing, preparing, digitizing, and classifying hardcopy documents for inclusion in the Organization's Records Management System.
• Work in accordance with Client's records and content management policies under the supervision of Digital warehouse and the Law department, assist in the creation of a digital collection for archived hard copy law cases.
• Knowledge of litigation documents required.

Responsibilities

• Review hard-copy documents to determine whether they meet the criteria for official records.
• Classify and accurately name records using established naming conventions and filing guidelines.
• Prepare documents for scanning, including organizing, removing staples, and ensuring materials are in a scan-ready condition.
• Under general direction, responsible for electronic scanning of records, and the supporting processes. Includes scanning hardcopy records using standard imaging equipment and verify image quality.
• Upload scanned documents into the Records Management System with correct metadata.
• Maintain organization and tracking of documents throughout the preparation, scanning, and uploading process.
• Assist with basic quality control checks to ensure accuracy and completeness of digitized records.
• Understand specific Business area functions such as: Finance, Payroll, Law, Engineering and other Utility Specific Roles.
• Familiarity working with a Records Retention Schedule by associating documents with their Record Series Titles, retention periods, regulations, and RM File Numbers.
• Capture metadata and other valuable data to support records compliance.
• Maintain appropriate confidentiality in matters pertaining to all forms of records, including HIPAA, PII and all other business affairs.
• Proactively work to improve the searchability of the scanned record by understanding business area needs.

Skills

• Strong attention to detail and accuracy.
• Ability to follow established procedures and naming conventions.
• Basic computer skills and comfort working with digital files and databases.
• Ability to manage repetitive tasks while maintaining quality.
• Strong organizational skills and ability to meet deadlines.
• Prior experience with scanning, records management and content management principles, approaches and solutions and demonstrated application.
• Demonstrated strong experience with state-of-the-art electronic filing and content management systems.
• Ability to prioritize and manage a project from conception to completion, including working with end users to assure the final product meets their standards.
• Prior experience or knowledge of Content Server and SharePoint or other Content Management systems, preferred.

If hired, you will enjoy the following ECLARO Benefits:

• 401k Retirement Savings Plan administered by Merrill Lynch
• Commuter Check Pretax Commuter Benefits
• Eligibility to purchase Medical, Dental & Vision Insurance through ECLARO

Equal Opportunity Employer: ECLARO values diversity and does not discriminate based on Race, Color, Religion, Sex, Sexual Orientation, National Origin, Age, Genetic Information, Disability, Protected Veteran Status, or any other legally protected group status, in compliance with all applicable laws.