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Records Management Specialist

2 months ago

Lexington, United States Matrix Design Group Full time

Matrix designs, manufactures, and sells innovative technological products that help keep people safe. Originally focused on the underground coal mining industry, Matrix has expanded into new industrial markets in the United States and globally.

We are currently seeking a Records Management Specialist to oversee the lifecycle of corporate records, ensuring their proper creation, maintenance, and disposal. This role involves implementing and managing records management systems, policies, and procedures to ensure compliance with regulatory and organizational requirements. The Records Management Specialist works closely with various departments to provide guidance and support for records-related activities. This position works in a team environment at our office in Lexington, KY. This is not a remote position.

This position reports to the Director of Communications.

Duties and Responsibilities

  • Records Creation and Maintenance:
    • Develop and implement records management policies and procedures.
    • Ensure the accurate and timely creation, classification, and indexing of records.
    • Maintain and update records management systems to ensure retrieval and storage of records.
  • Records Retention and Disposal:
    • Develop and implement records retention schedules based on legal, quality management, and organizational requirements.
    • Oversee the secure and compliant disposal of records that have reached the end of their retention period.
    • Maintain documentation of records disposal activities.
  • Training and Support:
    • Provide training and support to staff on records management policies, procedures, and best practices.
    • Serve as a resource for departments on records management issues and practices.
    • Conduct regular reviews and audits of records management practices to ensure compliance.
  • Records Management System Administration:
    • Manage and maintain electronic and physical records management systems.
    • Ensure the security and integrity of records through appropriate access controls and backup procedures.
    • Coordinate with IT and other departments to implement and maintain records management technology solutions.
    • Manage Intranet permissions, privacy-settings, and full organization of the Matrix Intranet platform.
  • Document Control:
    • Oversee the document control process to ensure documents are accurately managed and controlled.
    • Implement and maintain version control procedures for documents.
  • Continuous Improvement:
    • Identify opportunities for improving records management processes and systems.
    • Stay current with industry trends and best practices in records management.
Qualifications & Competencies
  • Bachelor's degree in Records Management, Information Management, Library Science, or a related field.
  • Professional certification (e.g., Certified Records Manager (CRM)) preferred.
  • Minimum of 2-3 years of experience in records management principles, practices, and technologies.
  • Familiarity with regulatory requirements related to records management.
  • Excellent organizational and analytical skills.
  • Strong communication and interpersonal skills.
  • Proficiency in records management software and Microsoft Office Suite.
Working Conditions
  • The working conditions will be an office environment with occasional travel to other company locations.
Benefits
  • First day coverage of all benefits - no waiting period
  • No premium medical, dental and vision insurance
  • On-site health clinic
  • Basic Life (2x annual base salary at no cost)
  • Optional Life and Accidental Death and Dismemberment (AD&D) insurance
  • Short-Term and Long-Term Disability insurance (no cost)
  • 401(k) Plan with up to an 8% company match
  • FSA for Health Care and Dependent Care
  • 10 Paid annual holidays plus vacation time
  • Educational Reimbursement Program
  • Scholarship Program
  • Optional Gym Membership

Physical Requirements

The employee is occasionally required to stand, walk and stoop, or crouch. The employee may need to lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.