Administrative Records Coordinator

2 weeks ago

Shoreview, Minnesota, United States Alerus Full time

Position Overview:
 The Administrative Records Coordinator plays a crucial role in facilitating effective data management and administrative operations. This position is tasked with overseeing records administration and ensuring the timely production and distribution of client communications, fulfillment mailings, check processing, web document oversight, and mail handling. The individual will maintain a strong client focus while collaborating with various departments to meet quality, service, and compliance objectives.

Key Responsibilities:

1. Process Management - 60%

  • Oversee electronic document management, including faxes and emails.
  • Execute check processing and coordinate packaging and mailing as necessary.
  • Facilitate mail distribution across the organization.
  • Assist with document duplication, stuffing, lamination, and binding tasks.
  • Prepare physical documents for imaging, ensuring accurate identification through visual recognition.
  • Operate scanning equipment and relevant software to ensure high-quality imaging of documents.
  • Accurately index documents into the management system, focusing on precise keyword metadata entry.
  • Ensure timely collection, processing, and delivery of all incoming mail and packages.
  • Prepare outgoing packages for overnight and ground delivery.
  • Manage supply orders as required.
  • Uphold quality control processes and document integrity, including the authorized destruction of paper documents post-processing.
  • Develop and refine procedures for Records and Administrative Services.
  • Communicate effectively with internal clients regarding project timelines and service standards.
  • Enhance daily workflow to guarantee the prompt completion of all tasks.
  • Support internal departments with inquiries related to records and administrative services.
  • Collaborate with senior specialists or supervisors to address exceptions.

2. Team Collaboration - 25%

  • Provide primary and backup support for various processes as needed.
  • Engage in team meetings, offering insights and constructive feedback.
  • Contribute to team or organization-wide initiatives as required.
  • Create, update, and maintain documentation in the procedural database.
  • Identify and implement enhancements to processes that improve client experiences and operational efficiency.
  • Perform additional duties as assigned.

3. Professional Development - 15%

  • Stay informed about all systems and processes relevant to the role.
  • Maintain knowledge of compliance regulations, policies, and procedures.
  • Actively seek opportunities for professional growth through education and self-improvement.
  • Complete required training in regulation and compliance.
  • Foster strong working relationships with colleagues across the organization.

Position Qualifications:

  • Exceptional client service abilities.
  • Proficient computer skills.
  • Keen attention to detail.
  • Ability to thrive in a dynamic, fast-paced environment.
  • Strong written and verbal communication skills.
  • Capacity to effectively manage daily responsibilities alongside special projects.
  • Reliable attendance and punctuality.
  • Willingness to work overtime during peak periods.

Personal Attributes:

  • Promote a positive workplace culture and support colleagues in achieving departmental objectives.
  • Excellent time management and organizational skills.
  • Commitment to delivering high-quality work with meticulous attention to detail.
  • Initiative in learning and developing new skills.
  • Ability to maintain confidentiality in all matters.
  • Exhibit a positive and enthusiastic demeanor.
  • Maintain a professional appearance and communication style.

Physical Requirements:

  • Ability to sit, stand, bend, or reach for extended periods.
  • Proficient in using a personal computer or laptop for approximately 8 hours daily.
  • Regularly review both physical and electronic documents.
  • Occasionally required to stand, walk, reach, climb, or balance, and to stoop, kneel, crouch, or crawl. Close vision is necessary.
  • May involve lifting items weighing up to 40 pounds.
  • Primarily work in an indoor environment.

Alerus Financial is an Equal Opportunity Employer, welcoming applicants from diverse backgrounds, including women, minorities, protected veterans, and individuals with disabilities.

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