Records Management Specialist

H-E-B; San Antonio (TX); On-site; USD 35,000 - 55,000; Full time

Job summary

An established industry player is seeking a detail-oriented Records Management Specialist to join their team. In this entry-level role, you'll be responsible for processing and fulfilling records requests for confidential information, ensuring accuracy and quality throughout the process. You'll work closely with various departments to retrieve and manage sensitive data while providing excellent customer service. This is a fantastic opportunity to grow your career in a supportive environment where your contributions will make a meaningful impact on the organization. If you thrive in a fast-paced setting and are passionate about data integrity, we want to hear from you!

Qualifications

• 0 to 3 years of experience in records management handling confidential information.
• Proficiency with Microsoft Office and customer databases.

Responsibilities

• Process records requests for confidential information from third parties.
• Ensure data accuracy and integrity in the Records Management Department database.

Skills

Customer Service Skills

Data Entry

Attention to Detail

Communication Skills

Education

High School Diploma or Equivalent

Tools

Microsoft Office

Customer Databases

Job description

Responsibilities

Job Summary: Accountable for processing and fulfilling records requests for confidential and sensitive information from requesting third parties.

Essential Functions/Process Responsibilities Include:

1. Work under direct supervision to facilitate the records request intake process, including retrieving and prioritizing incoming requests from third parties.
2. Process records requests for confidential and sensitive information maintained by H-E-B, coordinating between departments and customer databases to retrieve records.
3. Perform data entry of records requests into the H-E-B Records Management Department database, focusing on data accuracy, quality, and integrity.
4. Provide periodic status updates on pending records requests from third parties, updating the H-E-B Records Management Department database accordingly.
5. Ensure quality by reviewing the completeness of records requests before fulfilling and releasing information to requesting third parties.
6. Assist the Records Management Department with processing complex requests (e.g., subpoenas).
7. Prepare records for delivery to third parties via fax or postal mail, and update the database with request completion and closure.
8. Scan, index, and archive all records requests, responses, and supporting documents into the department database.
9. Respond to periodic database reviews and audits to ensure data accuracy and integrity.

Education and Experience (Preferred):

• High school diploma or equivalent.
• 0 to 3 years of experience in records management handling confidential information.
• Experience in data entry.
• Proficiency with Microsoft Office and customer databases.
• Knowledge of H-E-B pharmacy systems is a plus.

Key Competencies (Preferred):

• Excellent customer service and communication skills, with the ability to handle escalations confidently.
• Ability to work effectively with diverse individuals, establishing rapport with courtesy and tact.
• Strong attention to detail and ability to support time-sensitive requests in a fast-paced environment.
• Self-organized, proactive, and able to exercise judgment independently.

Physical and Other Requirements:

• Travel by car.
• Sit for extended periods.

Seniority Level

• Entry level

Employment Type

• Full-time

Job Function

• Information Technology

Industries

• Retail