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Records Management and Client Services Associate
2 months ago
Position Overview:
The Administrative Records Coordinator plays a crucial role in facilitating effective data governance and administrative functions within the organization. This role is integral in managing documentation, as well as overseeing the production and distribution of client communications, fulfillment mailings, check processing, digital document oversight, and postal services. The individual in this position will prioritize client satisfaction and collaborate with various departments to uphold quality, service, and compliance standards.
Key Responsibilities:
1. Document Management and Processing - 60%
Oversee the management of electronic files, faxes, and emails. Execute check processing and prepare items for mailing as necessary. Coordinate enterprise-wide mail distribution. Assist with tasks such as duplication, stuffing, lamination, and binding. Prepare physical documents for imaging, ensuring accurate identification through visual assessment. Utilize scanning equipment and document management software to ensure high-quality imaging of paper records. Accurately index documents into the document management system, paying close attention to keyword metadata. Ensure timely collection, processing, and delivery of all incoming correspondence and packages. Prepare outgoing packages for overnight and ground shipping. Order necessary supplies as required. Maintain quality control processes and document integrity, ensuring the secure destruction of paper records when authorized. Develop and refine procedures for Records and Administrative Services. Communicate effectively with internal clients regarding project timelines and service expectations. Optimize daily workflow to guarantee timely project completion. Support internal teams with inquiries related to records and administrative services. Collaborate with senior specialists or supervisors to address any exceptions identified.2. Team Collaboration - 25%
Provide primary and backup support for various processes as needed. Engage in team meetings, offering insights, contributions, and constructive feedback. Assist with company-wide initiatives and projects as required. Create, update, and maintain documentation in the procedure database. Identify and implement enhancements to processes that improve client experiences and scalability. 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 continuing education and self-improvement. Complete required training related to regulations and compliance. Build strong working relationships with colleagues across the organization. Position Qualifications:
Required Skills:
Personal Attributes:
Promote a positive workplace atmosphere and support colleagues in achieving departmental objectives. Excellent time management and organizational skills. Commitment to producing high-quality work with meticulous attention to detail. Initiative in acquiring and maintaining new skills. Ability to uphold confidentiality. Exhibit a positive and enthusiastic demeanor. Maintain professional appearance and communication standards.Physical Requirements:
Ability to sit, stand, bend, or reach for extended periods. Capability to operate a computer for approximately 8 hours daily. Spend significant time reviewing 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 for this role. May involve lifting items weighing up to 40 pounds. Primarily work in an indoor environment.Alerus Financial is an Equal Opportunity Employer of women, minorities, protected veterans, and individuals with disabilities.
