Records Management Specialist

Raise - find a more meaningful working experience; SOUTH PLAINFIELD (NJ); On-site; USD 34,000 - 48,000; Part time

Job summary

Ian Martin Group seeks a Records Management Specialist for a multi-site inventory and remediation project in New Jersey. The role focuses on cataloging, organizing, and evaluating physical records in alignment with retention requirements and governance standards.

Responsibilities include site visits, developing a master inventory system, and coordinating disposition and off-site storage. The assignment is contract-based with an initial 2-month duration and potential extension based on progress

Qualifications

• Minimum two years of experience in records management or a related field.
• Experience conducting physical records inventories.
• Experience organizing and managing large volumes of paper records.
• Experience supporting records retention, storage, and disposition activities.

Responsibilities

• Conduct site visits to South Plainfield area stations, offices, warehouses, and storage locations.
• Perform comprehensive inventories of physical records maintained across multiple facilities.
• Catalog records by document type, department, record owner, storage location, and retention classification.
• Develop, maintain, and update a master records inventory database or tracking system.
• Review records against established records retention schedules and applicable governance requirements.
• Determine records that must remain on-site, must be retained off-site, or are eligible for destruction.

Skills

Records management

Inventory management

Attention to detail

Organizational skills

Communication skills

Tools

Microsoft Excel

Job description

Records Management Specialist

• Contract Length: 2 Months
• Work Type: Office
• Location: South Plainfield, NJ

Raise is currently hiring a contract team member on behalf of our client. They’re expanding their team to meet growing needs, making this a unique opportunity to work with an industry leader.

Job Overview:

• The Records Management Specialist will lead a records inventory and remediation project across South Plainfield Area facilities, beginning with Hanover AGT and expanding to Hanover TE, Lambertville Station, Stony Point Station, Linden Station, and the South Plainfield Office.
• This role is responsible for identifying, cataloging, organizing, and evaluating historical and active physical records in accordance with corporate records retention requirements. The successful candidate will develop recommendations for records disposition, coordinate preparation of records for off-site storage, identify opportunities for digitization, and support the development of sustainable records management processes that ensure long-term compliance and efficient use of physical storage space.
• This assignment is initially expected to last three months, with the potential for a short-term extension based on project progress and inventory volume.

Key Responsibilities

• Conduct site visits to South Plainfield area stations, offices, warehouses, and storage locations.
• Perform comprehensive inventories of physical records maintained across multiple facilities.
• Catalog records by document type, department, record owner, storage location, and retention classification.
• Develop, maintain, and update a master records inventory database or tracking system.
• Review records against established records retention schedules and applicable governance requirements.
• Determine records that:
  • Must remain on-site for operational needs.
  • Must be retained but can be transferred to off-site storage.
  • Have met retention requirements and are eligible for destruction.
• Identify duplicate, obsolete, redundant, and transitory records.
• Reorganize active records to improve consistency, accessibility, and retrieval efficiency.
• Label files, cabinets, shelving, and storage containers according to approved naming conventions and filing standards.
• Standardize records storage and management practices across all locations.
• Prepare records for archival or long-term off-site storage.
• Coordinate boxing, indexing, and documentation activities related to records transfers.
• Create and maintain chain-of-custody documentation where required.
• Coordinate transportation and transfer of records to approved storage providers.
• Prepare recommendations for disposition of records that have exceeded retention requirements.
• Support approval processes associated with records destruction.
• Coordinate shredding and destruction activities in accordance with established procedures.
• Maintain accurate and auditable documentation of all records disposition activities.
• Ensure compliance with records retention policies, information governance requirements, legal hold obligations, and applicable regulatory requirements.
• Identify opportunities for records digitization and process improvements.
• Provide regular status updates and weekly progress reports to project stakeholders.

Qualifications

• Required
  • Experience
    • Minimum two years of experience in records management, document control, archives management, information governance, compliance administration, or a related field.
    • Experience conducting physical records inventories.
    • Experience organizing and managing large volumes of paper records.
    • Experience supporting records retention, storage, and disposition activities.
  • Knowledge
    • Working knowledge of records retention schedules and records lifecycle management principles.
    • Understanding of confidential and sensitive records handling requirements.
    • Familiarity with audit documentation and inventory management practices.
    • Knowledge of information governance and regulatory compliance requirements.
• Preferred
  • Experience in utility operations, energy, or industrial environments.
  • Experience supporting natural gas transmission, pipeline operations, or related infrastructure records programs.
  • Field operations administrative experience.
  • Experience with records digitization or electronic document management initiatives.
  • Familiarity with enterprise records management programs and information governance frameworks.
  • Knowledge of off-site records storage processes and archival best practices.

Technical Skills

• Proficiency with Microsoft Excel.
• Experience maintaining records databases, inventories, or tracking systems.
• Ability to create reports, dashboards, and status summaries.
• Strong documentation and recordkeeping capabilities.

Professional Skills

• Exceptional organizational and time management skills.
• Strong attention to detail and accuracy.
• Ability to work independently with minimal supervision.
• Excellent written communication and documentation skills.
• Ability to manage multiple site visits, priorities, and deadlines.
• Strong analytical and problem-solving abilities.

Physical Requirements

• Ability to lift and move records boxes weighing up to 40 pounds.
• Ability to access records stored in filing cabinets, shelving units, and storage rooms.
• Ability to travel between South Plainfield area facilities as required.

Looking for meaningful work? We can help

We strive to build teams that reflect the diversity of the communities we work in. We encourage all qualified applicants to apply, including people from traditionally underrepresented groups such as women, visible minorities, Indigenous peoples, people identifying as LGBTQ2SI, veterans, and people with visible/nonvisible disabilities.

We have a dedicated webpage for accommodations where you can learn more about what we offer and request accommodation: https://raise.jobs/accommodations/

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