Records Specialist

Records Specialist

Job Description

Position Summary:
We are seeking a detail-oriented Records Specialist to temporarily join our growing team. The ideal candidate will be responsible for responding to public records requests, scanning, auditing, organizing, and maintaining accurate digital and physical records, ensuring compliance with internal policies and client regulations.

Key Responsibilities:
Request Processing: Receive, review, and fulfill public record requests, subpoenas, or internal information requests via email, phone, or in-person.
Database Management: Input, update, and maintain records in our database system with 90%+ accuracy.
File Room Cleanup: Purge, sort, number, label and organize files/documents.
Documentation Control: Scan, index, and organize files into an Electronic
Records Management System (ERMS)Compliance: Ensure all records comply with legal, regulatory (e.g., Client Public Records Law), and security protocols.
Information Retrieval: Process requests for records, ensuring secure dissemination of information to authorized personnel only.
Quality Control: Audit records to correct errors, duplicate entries, and ensure completeness.
Other assigned duties.

Required Qualifications:
High school diploma or equivalent (Associate/Bachelor's degree preferred).
1-2 years of experience in data entry, or a clerical role.
Proficiency in Microsoft Office Suite (Word, Excel) and database software.
Strong attention to detail and ability to maintain confidentiality.
Strong communication skills (verbal and written)
Strong interpersonal skills

Required Skills
1-2 years of experience in data entry, or a clerical role
Proficiency in Microsoft Office Suite/Google Suites
Strong communication skills (verbal and written. Legible and professional resume)
High school diploma or equivalent

Preferred Skills:
Knowledge of specific records management software (e.g., SharePoint).
1–3 years of experience in records management
(Associate/Bachelor's degree preferred)
Ability to lift 25 LBS or More

Notes:
Onsite

VIVA is an equal opportunity employer. All qualified applicants have an equal opportunity for placement, and all employees have an equal opportunity to develop on the job. This means that VIVA will not discriminate against any employee or qualified applicant on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.