Records Coordinator

Metra; Chicago (IL); On-site; USD 61,000 - 91,000; Full time

Job summary

Metra is seeking a Records Coordinator in the Real Estate division to oversee records retention, imaging, and off-site storage. The role ensures accuracy, indexing, and compliance with federal and state public records laws, while supporting diverse vendors and staff.

Reporting to the Manager Real Estate Contract Administration, you will maintain filing systems, audit records, and help implement procedures that mitigate risk and improve access to critical documents across Metra's properties and

Qualifications

• Associate degree or equivalent in records management or admin-related field.
• Two years of experience in records management, document control, or admin support.
• Knowledge of records governance and compliance with laws.
• Knowledge of records preservation, duplication, restoration.
• Proficiency with Microsoft 365 (Word, Excel) and data entry.
• Strong written and verbal communication.
• Attention to detail, organization, and problem-solving.
• Ability to lift up to 20 pounds.
• Familiar with records management and archives.

Responsibilities

• Administer the records retention process for the division.
• Update and maintain files and records systems.
• Serve as technical expert on electronic and paper records.
• Prepare documents for imaging and indexing.
• Audit records and tracking databases for accuracy.
• Ensure off-site storage policies and compliance.
• Develop and maintain records procedures and controls.
• Ensure procedures are documented and accessible.
• Perform other related duties as assigned.

Skills

Microsoft 365

Typing & Data Entry

Communication skills

Organizational skills

Analytical thinking

Legislation awareness

Recordkeeping systems

Confidentiality

Physical ability

Education

Associate degree or equivalent

Tools

Records management software

Job description

Salary Range

$60,846.00 - $91,268.00

Description

The final salary will depend on the candidate's qualifications. Those with 8 years or more of required experience can expect offers up to the midpoint of the salary range. Metra provides full pay ranges so candidates can consider their growth potential.

Qualified veterans who meet the minimum requirements will receive outreach during the recruitment process in accordance with Federal and State laws, including the Illinois Veterans Preference Act. Meeting the minimum qualifications does not guarantee an interview or job offer. The most qualified candidate will be selected.

Metra is one of the largest and most complex commuter rail systems in North America, serving Cook, DuPage, Will, Lake, Kane, and McHenry Counties. The agency is linking communities in Northeastern Illinois by providing safe, reliable, and efficient commuter service.

The core mission of the Real Estate and Contract Management Department is to maximize Metra's non-fare revenue and minimize its liability exposure through effective negotiation, pricing and contract administration of Metra property and real estate assets. The department's activities support the agency's core mission by participating in real estate/ property acquisition for station and parking areas, managing station and vendor facilities and ensuring that utility easements placed on Metra property are in compliance with Metra's engineering standards for safe travel.

Reporting to the Manager Real Estate Contract Administration, the Records Coordinator will perform records and information management functions for the Real Estate division; ensure the accuracy and completeness of paper documents to be scanned electronically or stored off-site; and provide administrative support to ensure the division's procedures are in line with the agency's retention program and comply with local, state and federal public records regulations.

The primary duties include: Administer the records retention process for the division; update and maintain files and records systems; serve as the technical expert on electronic and paper records and information management to mitigate risk, and preserve critical business information; and ensure procedures are in line with best practices, the agency's retention program guidelines, and meet mandated requirements. Provide administrative support to the division; prepare documents for imaging, operate electronic scanning equipment, index and convert scanned material to digital formats, quality check scanned images, and maintain computerized records and electronic tracking systems. Audit records and tracking database for accuracy, completeness, and correction prior to documents being scanned electronically or stored off-site; monitor policies to determine proper storage and disposition of records stored at the agency's off-site storage facility; and maintain listing of storage transaction issues. Assist in the development, implementation, and maintenance of records procedures, guidelines, and controls for document filing, off-site storage, tracking, retrieval, and ensuring contracts are captured, retained, and disposed of appropriately. Ensure all processes are clearly documented, accessible, and usable by others within the department to keep staff knowledgeable and current on changes to records management principles and requirements. Perform other related duties as assigned to meet the ongoing needs of the organization.

Candidates can expect salary offers that range from the minimum to the mid-point of the salary range. Metra provides full pay ranges, so candidate can consider their growth potential.

Metra is a railroad employer subject to the provisions of the Railroad Retirement Tax Act, not the Social Security Administration.

Requirements

1. Associate degree or any combination of education and experience that equals two (2) years in records management, document control, or administrative support functions,
2. In addition to #1, two (2) years of experience in records management, document control, contract administration, or administrative support functions.
3. Knowledge of records governance and compliance with local, state, and federal laws and regulations related to record retention and public records.
4. Knowledge and techniques of records preservation, duplication, and restoration.
5. Knowledge of general office practices and administrative support functions.
6. Knowledge of records management principles in matters related to active and inactive records.
7. Knowledge or real estate concepts, contract language, deeds, or land rights.
8. Familiar with records and information systems and archives.
9. Intermediate level experience with Microsoft 365 (Word, Excel), computer applications, and other technology associated with records management and information; with proficiency in typing and data entry.
10. Good written and verbal communication and interpersonal skills to speak concisely, write documents, policies, and procedures related to records management and public records requests, and interact with fellow employees and outside vendors.
11. Good organizational, analytical, and problem solving skills.
12. Ability to read, interpret, and apply legislative rules and regulations.
13. Ability to pay attention to details, use sound judgment, prioritize work, meet deadlines, and coordinate and complete projects.
14. Ability to quickly learn new technologies tools and processes.
15. Ability to establish and maintain recordkeeping and filing systems and apply standard archival procedures and practices in the classification of records, documents, and other materials.
16. Ability to maintain confidentiality in documents and files.
17. Ability to lift and move up 20 to pounds.

Preferred

1. Certification in Records and Information Management or Government Archives and Records Administration or certified as a Records Manager (CRM) or Records Analyst (CRA).

Metra employees in an active review period under the current discipline policy or who have documented attendance or performance issues will not be considered and/or selected for this position.

Some positions require an Enhanced Background Check due to the nature of the role. This may include additional criminal history, employment and education verification, credential validation, and other legally permissible checks. All screenings are conducted in compliance with applicable laws and require candidate authorization.

Please note: Regardless of any state laws that legalize marijuana, Metra prohibits applicants andemployees' use or possession of marijuana (or marijuana paraphernalia), or having detectable amounts of marijuana in their bodies, including synthetic and/or non-synthetic substances such as THC for any reason for preemployment screening purposes, while on duty, subject to duty, on Metra property, or in Metra work equipment and vehicles.

Metra is committed to ensuring that our career website and recruiting process are accessible to all individuals. If you encounter difficulties or limitations in using or accessing our online application, or if you require reasonable accommodations to complete this application, participate in interviews, complete any pre-employment testing, or engage in any other aspect of the employee selection process, please direct your inquiries to [e-mail].

Metra is an Equal Opportunity/Affirmative Action Employer. It is our policy to fill vacant positions with qualified candidates without regard to race, color, sex, religion, national origin, age, gender identity, disability, or any protected categories, assuming an individual can perform the essential functions of the job with or without accommodation.