Records Management Specialist

Omaha Housing Authority; Omaha (NE); On-site; USD 24,000 - 31,000; Full time

Job summary

The Omaha Housing Authority is seeking a Records Management Specialist to maintain the organization, security, and accessibility of Compliance and Eligibility records. This role manages file storage, retrieval, tracking, and recordkeeping to ensure readiness and compliance.

The position requires meticulous attention to detail, strong organization, and the ability to uphold confidentiality and HUD guidelines across a structured file room environment.

Qualifications

• Attention to detail in maintaining filing systems and records.
• Strong organizational skills to manage file room operations.
• Experience with records management and tracking systems.
• Ability to work independently and manage competing priorities.

Responsibilities

• Maintain filing system for active, inactive, and archived records.
• Retrieve, track, and refile records in a timely, accurate manner.
• Monitor file retention schedules and assist with archiving/destruction per policy.
• Prepare files for internal reviews, audits, and agency needs.
• Maintain confidentiality of sensitive information and ensure HUD compliance.

Skills

Attention to detail

Organizational skills

Records management

Independent work

Education

High School diploma

Tools

General office software

Job description

Records Management Specialist

2 days ago Requisition ID: 1330

Salary Range: $17.73 To $22.39 Hourly

The Records Management Specialist is responsible for maintaining the organization, accuracy, security, and accessibility of Compliance and Eligibility records. This position manages file storage, retrieval, tracking, and recordkeeping activities to ensure files are organized, compliant, and readily available. The role requires exceptional attention to detail, strong organizational skills, and a commitment to maintaining a highly structured and efficient file room environment.

Essential Functions

Records Management & File Administration

• Maintain complete responsibility for the organization, upkeep, and daily operation of the file room.
• Establish and maintain a highly organized filing system for active, inactive, vacated, terminated, transferred, withdrawn, and archived records.
• Retrieve, track, and refile records in a timely and accurate manner.
• Maintain file location logs and tracking systems to ensure all file movement can be monitored and accounted for.
• Conduct routine audits of files and filing systems to identify missing documents, misfiled records, duplicate files, and organization issues.
• Ensure all files are correctly labeled, indexed, and maintained according to agency standards.
• Monitor file retention schedules and assist with records archiving and destruction processes in accordance with agency policies.
• Prepare files for internal reviews, audits, compliance monitoring, hearings, and other agency needs.
• Maintain orderly storage areas and ensure records are protected from damage, loss, or unauthorized access.
• Identify opportunities to improve filing processes and records management practices.

File Room Operations

• Serve as the primary point of contact for file requests from agency staff.
• Pull, prepare, and distribute files requested for operational, compliance, or administrative purposes.
• Monitor files checked out by staff and ensure timely return.
• Research the location of missing or misplaced records and maintain documentation of recovery efforts.
• Maintain inventory of file folders, labels, archive boxes, and other records management supplies.
• Ensure file room shelving, storage areas, and workspaces remain orderly, accessible, and efficiently arranged.
• Develop and maintain consistent file organization standards throughout the department.

Document Processing

• Review incoming documents for proper filing and placement within participant, applicant, landlord, and program files.
• Sort, label, organize, and file documentation according to established procedures.
• Scan, copy, assemble, and prepare records as needed to support agency operations.
• Ensure documents are filed promptly, accurately, and in the correct order.
• Verify that required documents are present and properly organized within files.
• Administrative Support
• Assist staff with locating records, researching file histories, and obtaining archived documentation.
• Maintain tracking logs, inventories, and records management reports.
• Prepare records and documentation for transfer, storage, or review.
• Assist with special records management projects and file room improvement initiatives.
• Perform other related duties as assigned.
• Maintain strict confidentiality of all applicant, participant, landlord, employee, and agency information.
• Ensure records are maintained in accordance with HUD requirements, agency policies, retention standards, and records management procedures.
• Protect files and confidential information from unauthorized access, removal, or disclosure.
• Follow established procedures for document handling, storage, retention, and destruction.

Qualifications

• High School diploma or equivalent required.
• Minimum of two (2) years of clerical, records management, administrative support, or related office experience preferred.
• Experience maintaining large volumes of records and documentation preferred.
• Exceptional organizational skills and attention to detail.
• Ability to establish and maintain highly structured filing systems.
• Ability to work independently and manage competing priorities.
• Strong problem-solving skills and ability to locate and reconcile discrepancies in records.
• Proficiency with general office equipment and basic computer applications.
• Ability to maintain confidentiality and handle sensitive information appropriately.

Working Conditions

• Office environment with substantial responsibility for document and records management.
• Frequent handling, sorting, filing, and retrieval of paper records.
• Moderate physical activity associated with filing, organizing, and retrieving records.
• Regular interaction with agency staff requesting records and documentation.
• Moderate noise level with periodic interruptions.

Abilities

• Ability to maintain consistent attention to detail for extended periods.
• Ability to organize large quantities of records with a high degree of accuracy.
• Ability to stand, walk, bend, stoop, reach, and file documents throughout the workday.
• Ability to lift, carry, and move file boxes and records weighing up to twenty-five (25) pounds.
• Ability to work efficiently in a paper-intensive environment.
• Ability to maintain neat, orderly, and structured workspaces.

Equipment Operation

(Not all positions will utilize every item listed, and this list is not intended to be all-inclusive.)

• Computer and related software systems
• Telephone
• Shredder
• Standard office equipment

OHA is Committed to Equal Opportunity

Omaha Housing Authority is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity, or expression, or any other characteristics protected by federal, state or local laws.