Records Management Specialist

The Arc Montgomery County; Derwood (MD); On-site; USD 32,000 - 34,000; Full time

Job summary

The Arc Montgomery County in Derwood, MD is seeking a Records Management Specialist for a full-time role that ensures data accuracy by entering, updating, and filing records electronically and physically. The position involves digital and physical records management, retrieval of documents on request, adherence to retention policies, and supporting administrative tasks as needed.

The ideal candidate has a Bachelor's degree or equivalent experience, strong attention to detail, and the ability to

Qualifications

• Bachelor's degree plus two years of relevant professional experience; or associate degree plus four years of relevant professional experience; or high school diploma or GED plus six years of relevant professional experience.
• Strong attention to detail and organizational skills.
• Ability to handle confidential information with discretion.
• Effective communication and collaboration skills.
• Required to work in the office 95% of the time.
• Reliable transportation.
• Ability to read and write fluently in English and have a good understanding of the English language.

Responsibilities

• Data Entry and Data Integrity: enter, update, and verify data with high accuracy, review for completeness and correctness, resolve discrepancies, and perform routine audits.
• Digital Records Management: scan, digitize, organize records, follow naming conventions and retention standards, and convert files to standardized formats.
• Physical Records Management: organize and maintain physical file rooms, file documents for easy retrieval, purge outdated records, and ensure proper labeling and storage.
• Records Retrieval: locate, retrieve, provide records per requests, track status and fulfillment.
• Compliance and Documentation: adhere to retention policies, maintain logs of purged/archived/transferred documents and handle sensitive information securely.
• Administrative Support: support scanning, copying, document prep, communicate record requests, assist with projects and front desk coverage.
• Other incidental duties may be assigned by supervisor.

Skills

Attention to detail and organizational

Discretion with confidential data

Effective communication and teamwork

English reading/writing fluency

Education

Bachelor's degree + 2 years exp

Associate degree + 4 years exp

High school diploma/GED + 6 years exp

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Records Management Specialist

Full Time Derwood, MD, US

2 days ago

Salary Range: $23.84 To $25.05 Hourly

We have been selected as one of The Washington Post’s 2025 Top Workplaces, a recognition based entirely on feedback from our team members. This award reflects our deep commitment to cultivating a supportive, inclusive, and growth-oriented work environment where employees feel valued and empowered.

As we continue to grow, we are seeking qualified and motivated professionals to join our award-winning team and help us build on this exciting momentum.

Limited-Time Hiring Incentive

For a limited time, all new hires are eligible for benchmark incentive payments totaling up to $1,000.00!

Under the supervision of the Chief Operating Officer, the Records Management Specialist is responsible for maintaining accurate and organized records ensuring data is entered, updated, and filed in accordance with established procedures to support data accuracy and reliability. This role is responsible for electronic and physical records of people supported, throughout the organization.

Job-Specific Duties and Responsibilities

Data Entry and Data Integrity

• Enter, update, and verify data in the CIMS database with high accuracy and attention to detail, following established standards for data entry.
• Review data for completeness, consistency, and correctness; resolve discrepancies promptly.
• Maintain data integrity by performing routine audits and quality checks.
• Collaborate with internal stakeholders to gather and confirm data requirements.
• Ensure timely processing of all data entry tasks to support operational needs.

Digital Records Management

• Scan, digitize, and electronically organize records to support document preservation, accessibility, and compliance with organizational standards.
• Follow established standards for data entry, naming conventions, and recordkeeping.
• Organize and maintain digital filing structures to ensure efficient record access.
• Convert and upload files into standardized formats (PDF, CSV, etc.) for archival purposes.

Physical Records Management

• Organize, maintain, and manage physical file rooms and document storage areas.
• File documents accurately and systematically for easy retrieval.
• Purge outdated or obsolete records per established document retention schedules.
• Ensure proper labeling, indexing, and storage of documents to maintain order and compliance.

Records Retrieval

• Locate, retrieve, and provide records and documents in response to departmental requests, audits, investigations, and operational needs, ensuring timely and accurate access to information.
• Track, monitor, and maintain records in accordance with organizational policies.
• Maintain log of retrieved records and track fulfillment request status.

Compliance and Documentation

• Adhere to document retention policies, confidentiality guidelines, and data protection standards.
• Maintain accurate logs of documents purged, archived, or transferred.
• Ensure sensitive information is handled and disposed of securely.

Administrative Support

• Assist with related administrative tasks as needed (e.g., scanning, copying, and document preparation).
• Communicate with team members regarding record requests and data updates.
• Provide support for special projects involving data consolidation or records cleanup.
• Assist with front desk coverage as needed.

Other incidental and occasional duties which are reasonably within the scope of this position may be assigned or required by the supervisor, particularly during urgent situations.

Required Qualifications

• Bachelor's degree plus two years of relevant professional experience; or associate degree plus four years of relevant professional experience; or high school diploma or GED plus six years of relevant professional experience.
• Strong attention to detail and organizational skills.
• Ability to handle confidential information with discretion.
• Effective communication and collaboration skills.
• Required to work in the office 95% of the time.
• Reliable transportation.
• Ability to read and write fluently in English and have a good understanding of the English language.