Records Associate

RRD; New York (NY); On-site; USD 54,815,000 - 75,761,000; Full time

Benefits offered by this job

Medical, dental, and vision coverage

401(k) with company match

Paid time off

Job summary

RRD is seeking a Records Associate to deliver outstanding client service in Records services, handling file and database maintenance, and processing client record requests.

Responsibilities include data entry, organizing records for storage, retrieving files, maintaining confidentiality, and supporting colleagues across service lines. Candidates should have a high school diploma, at least one year of office experience, strong communication, and the ability to lift up to 50 lbs.

Qualifications

• High school diploma or equivalent.
• Minimum 1 year office services experience preferably in a legal, banking or large corporate environment.
• Skilled in the use of mail, phone, email, digital reprographics and mail equipment.
• Familiar with general back office procedures to meet and maintain client satisfaction.
• Proven customer service skills are required in order to create, maintain and enhance customer relationships.
• Good written and verbal communication skills, including professional telephone and email etiquette.
• Attention to detail with good organizational skills.
• Must be able to meet deadlines and complete all projects in a timely manner.
• Ability to handle sensitive and/or confidential documents and information.
• Able to make independent decisions that conform to business needs and policy.
• Good problem‑solving skills, with the ability and understanding of when to elevate a problem to a supervisory level.
• Must work well in a team environment.
• Must be able to interact effectively with multi‑functional and diverse backgrounds.
• Ability to work in a fast‑paced environment.
• Must be self‑motivated with positive can‑do attitude.

Responsibilities

• Perform records services work according to established policies and procedures.
• Assess job requests, identify correct process needed to create and manage records files, and ensure appropriate completion throughout task lifecycle.
• Use established standards and formats to create new records files, conduct data entry into records management database, prepare records and records boxes for off‑site storage, as necessary.
• Locate and retrieve records files, liaise with storage vendors when needed.
• Adhere to record and document retention policies, including following up on the proper return, collect, and refiling of records.
• Use customer service skills to maintain and enhance customer relationships, or otherwise complete records requests to client satisfaction.
• Demonstrate intermediate use of equipment/technology/software and hardware necessary to perform job functions.
• Utilize appropriate logs and/or tracking software for all assigned work.
• Prioritize workflow requests and meet contracted deadlines for accepting, completing, and delivering all work.
• Communicate with peers, supervisor or client on job or deadline issues.
• Handle sensitive and/or confidential documents and information.
• May perform Quality Assurance on work of others.
• May train new staff members.
• Interact with clients in person, over the phone or electronically.
• Adhere to Williams Lea policies in addition to client site policies.
• Use equipment and supplies in a cost‑efficient manner.
• Troubleshoot basic equipment problems.
• Assist Office Services or peer teams in other service lines, as needed.
• Complete other tasks and assignments as assigned by management.
• Be able to lift up‑to 50 lbs. on a regular basis, including but not limited to pushing carts of files and lifting boxes of files.

Skills

Customer service

Communication

Organization

Attention to detail

Teamwork

Problem solving

Education

High school diploma

Job description

RRD provides marketing, packaging, print, and business services to the world’s most respected brands. The company’s proprietary technology, advanced data analytics, and expertise fuel organizational decision-making from strategy through execution, delivering sustainable solutions with the lowest possible environmental impact. Global organizations and regulated industries trust RRD to reduce complexity and drive audience connections across the entire customer journey.

RRD provides marketing, packaging, print, and business services to the world’s most respected brands. The company’s proprietary technology, advanced data analytics, and expertise fuel organizational decision-making from strategy through execution, delivering sustainable solutions with the lowest possible environmental impact. Global organizations and regulated industries trust RRD to reduce complexity and drive audience connections across the entire customer journey.

Job Description

Position summary

The Records Associate is responsible for delivering exceptional customer service to our clients in Records services, including, but not limited to file and database maintenance, fulfilling client record requests and general records and office duties, as needed.

Job duties

• (* denotes an “essential function”)
• Perform records services work according to established policies and procedures
• Assess job requests, identify correct process needed to create and manage records files, and ensure appropriate completion throughout task lifecycle
• Use established standards and formats to create new records files, conduct data entry into records management database, prepare records and records boxes for off‑site storage, as necessary
• Locate and retrieve records files, liaise with storage vendors when needed
• Adhere to record and document retention policies, including following up on the proper return, collect, and refiling of records
• Use customer service skills to maintain and enhance customer relationships, or otherwise complete records requests to client satisfaction
• Demonstrate intermediate use of equipment/technology/software and hardware necessary to perform job functions
• Utilize appropriate logs and/or tracking software for all assigned work
• Prioritize workflow requests and meet contracted deadlines for accepting, completing, and delivering all work
• Communicate with peers, supervisor or client on job or deadline issues
• Handle sensitive and/or confidential documents and information
• May perform Quality Assurance on work of others
• May train new staff members
• Interact with clients in person, over the phone or electronically
• Adhere to Williams Lea policies in addition to client site policies
• Use equipment and supplies in a cost‑efficient manner
• Troubleshoot basic equipment problems
• Assist Office Services or peer teams in other service lines, as needed
• Complete other tasks and assignments as assigned by management
• Be able to lift up‑to 50 lbs. on a regular basis, including but not limited to pushing carts of files and lifting boxes of files

Statement of other duties

This document describes the major duties, responsibilities, and authorities of this job, and is not intended to be a complete list of all tasks and functions.

Working conditions

• Position operates at sites with maximum of 24/7 operations. Individual shift requirements will vary by site
• Ability to work overtime as needed
• Work is performed in a professional work environment
• Professional attire required
• Hazards include working with office machines (computers, peripherals, copiers, faxes, scanners, bindery equipment, paper cutters, paper, toner) and cleaning supplies
• Must be able to work standing up all or most of the time

Job qualifications

• High school diploma or equivalent.
• Minimum (1) year office services experience preferably in a legal, banking or large corporate environment.
• Skilled in the use of mail, phone, email, digital reprographics and mail equipment.
• Familiar with general back office procedures to meet and maintain client satisfaction.
• Proven customer service skills are required in order to create, maintain and enhance customer relationships.
• Good written and verbal communication skills, including professional telephone and email etiquette.
• Attention to detail with good organizational skills.
• Must be able to meet deadlines and complete all projects in a timely manner.
• Ability to handle sensitive and/or confidential documents and information.
• Able to make independent decisions that conform to business needs and policy.
• Good problem‑solving skills, with the ability and understanding of when to elevate a problem to a supervisory level.
• Must work well in a team environment.
• Must be able to interact effectively with multi‑functional and diverse backgrounds.
• Ability to work in a fast‑paced environment.
• Must be self‑motivated with positive can‑do attitude.

Additional Information

The range of pay for this role at the noted RRD location is $19.13 - $26.44/ hour. Typically, roles follow step progressions to a target rate or set increments over time. Depending on the role, in addition to the hourly rate of pay, the total compensation package may also include overtime, shift differential, call‑in, and/or stand‑by pay. RRD’s benefit offerings include medical, dental, and vision coverage, paid time off, disability insurance, 401(k) with company match, life insurance and other voluntary supplemental insurance coverages, plus parental leave, adoption assistance, tuition assistance and employer/partner discounts.

Shift: Monday - Friday, 10:00 am - 7:00 pm

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#WLNAT

RRD is an Equal Opportunity Employer, including disability/veterans

At RRD, we value innovation, authenticity, and integrity. To uphold the security and fairness of our hiring process, we ask that candidates refrain from using AI tools during interviews to ensure an authentic and secure experience. We appreciate your cooperation as we work to maintain a transparent and equitable hiring process.

All employment offers are contingent upon the successful completion of both a pre-employment background and drug screen.