Records Management Specialist

At Kelly® Science, Engineering, Technology & Telecom (SETT), we’re passionate about helping you find a job that works for you. We’re hiring an EHS Records Management Specialist (EHS Systems Administrator) for a long-term opportunity in Blue Ash, Ohio . With us, it’s all about finding the job that’s just right.

EHS Records Management Specialist (EHS Systems Administrator)

Blue Ash, Ohio

Long-term/ongoing

Enhanced benefits (medical, dental, vision) + paid time off/paid holidays

The EHS Records Management Specialist (EHS Systems Administrator) will support our Environmental, Health and Safety (EHS) team. This person will provide administrative and records-management support to the Cincinnati EHS team. Under general direction, this role will help maintain accurate, accessible, and audit-ready department records; support the Records Inventory List (RIL) review process; coordinate record updates with the Site Records Manager; and assist with records retrieval, archival, retention, and compliance activities. This position reports to the EHS Manager.

Responsibilities/Principal Duties:

• Prepare and route change requests for new, revised, transferred, and/or obsolete EHS procedures and records.
• Support timely completion of periodic and annual document reviews and execution change task requests. Coordinate updates with the EHS team and site documentation facilitator.
• Support annual review of EHS records in the Records Inventory List (RIL). Verify titles, descriptions, formats, ownership, retention codes, quality or vital-record status, and archival locations.
• Maintain accurate inventories of paper and electronic EHS records, and onsite and offsite records storage, as applicable.
• Compile requested documentation, records and evidence to support team with preparation for internal assessments, regulatory inspections, and program reviews.
• Assist with record searches, retrieval, filing, indexing, scanning, transfer, and secure disposition, per applicable procedures and retention requirements.
• Monitor records management action items, due dates, and review status. Follow-up with record owners to ensure timely completion.
• Support timely submission of EHS data and reports in approved corporate systems. Track completion status of EHS action items, metrics, and tactical plans.
• Monitor the EHS inbox and ensure inquiries receive timely responses.
• Support team with legal hold notice activities.
• Communicate records management requirements, reminders, and process updates to EHS team.
• Perform other administrative, EHS, and records management duties, as assigned.

Work Standards/Expectations:

• Maintain confidentiality and handle company records per applicable policies and procedures.
• Use Microsoft Office, SharePoint, Teams, and approved records systems to maintain trackers, reports, and documentation.
• Complete required company and Records Coordinator training on time.

Qualifications:

• High school diploma or equivalent required; associate or bachelor's degree preferred.
• Prior experience in records coordination, document control, administrative support, EHS or Quality management systems (i.e., ISO 13485, ISO 14001, ISO 9001), or experience in a regulated work environment, is preferred.
• Proficiency with Microsoft Office applications, including Word, Excel, PowerPoint, Outlook, Teams, and SharePoint.
• Ability to accurately enter, organize, review, reconcile, and summarize information using spreadsheets, databases, and electronic filing systems.
• Strong attention to detail, organization, and follow-through, with the ability to manage multiple priorities and deadlines.
• Strong written and verbal communication skills and the ability to work effectively with associates at all levels of the organization.
• Ability to work independently with general supervision while escalating questions or compliance concerns appropriately.
• Ability to maintain confidentiality and handle records in accordance with governed procedures and retention requirements.
• Ability to work cooperatively with coworkers, contractors, suppliers, records management partners, and auditors.