Records Administrator

About the job Records Administrator


Records Administrator

Position Overview

Maintain, organize, and manage organizational records and data while ensuring compliance with legal and regulatory requirements. This role oversees record-keeping policies, document control processes, and efficient information retrieval across the organization.

Location

West Valley, NY

Required Qualifications
Education:

• Bachelor's degree in Business Administration, Records Management, Information Management, or equivalent professional experience

Experience:

• Minimum 6-8 years in records management, document control, or related field (depending on grade level)

Technical Skills:

• Proficiency with Microsoft 365 and records management software
• Strong understanding of federal regulations, compliance standards, and information governance

Core Competencies:

• Excellent organizational, analytical, and communication abilities
• Ability to manage multiple complex priorities simultaneously
• Strong judgment in interpreting policies and solving compliance issues

Preferred:

• Certificate in Records and Information Management

Key Responsibilities

• Develop and maintain records file plans and disposition schedules compliant with federal and regulatory requirements
• Lead records management projects and coordinate document control processes
• Train staff on records management systems, policies, and procedures
• Manage FOIA, Privacy Act, and specialized program records with strict confidentiality
• Prepare and track department contracts, requisitions, and deliverables
• Conduct assessments and audits; track corrective actions
• Oversee electronic document management systems and provide technical guidance
• Interface with internal and external stakeholders on records and compliance matters
• Ensure compliance with safety protocols and workplace standards
• Maintain and preserve high-value organizational records

Essential Functions

• Interpret and apply federal regulations, industry standards, and organizational policies
• Analyze how new or changing compliance requirements impact current processes
• Mentor and direct records team members
• Communicate complex procedures clearly to employees at all levels
• Recommend process improvements and efficiency enhancements
• Work under tight deadlines with multiple high-priority assignments
• Investigate issues and implement solutions independently

Work Requirements

• Regular in-person attendance required