The posting
Under the administrative direction of the Board Administrator, the Records Management Specialist III assists in the development of the Chatham Area Transit Authority (CAT) record retention schedule based on CAT’s record retention policy. In addition, the Records Management Specialist will assist with the inventory of records for each CAT department. Researches, develops, implements, and maintains the active and inactive records management program including the electronic records information system, records inventories, and classifying and indexing documents; establishes standardized department filing systems for both paper and electronic records. The Records Management Specialist III manages contracts with outside vendors for inactive records storage, backup tape secure storage, and shredding and recycling services. Manages projects as assigned to include supporting information access, record control, and disaster recovery procedures. Prepares statistical, status and analytical reports as required and oversees the identification and preservation of department historical records. The Records Management Specialist will serve as backup to the Assistant Board Secretary and to serve in dual roles when required.
ESSENTIAL JOB FUNCTIONS:
Records Management
• Research federal, state, and industry laws and standards relevant to department records and
information: proposes policies and procedures that reflect updated rules.
• Coordinates the creation, maintenance, retrieval, protection, retention, and destruction of all
records per the Authority’s policy and legal, financial, governmental, and historical requirements.
• Responsible for data accuracy at the time of entry and on an ongoing basis for assigned
departments.
• Responsible for entering data and processing record transfers from internal departments, as well
as assisting with the inventory of records for each department.
• Reviews and responds to correspondence and inquiries; provides information, takes and relays
messages, receives, and responds to complaints and questions; refers issues to appropriate
personnel through appropriate channels of communication in a professional manner.
• Maintains and files employee documents into an electronic document system.
• Manages a variety of confidential matters and maintains a working knowledge of current
Authority procurement and personnel policies and helping to ensure policies are followed.
• Assists with research and responses for Open Records Requests.
• Responsible for ensuring that all paper and electronic records within the assigned area are
maintained, managed, and stored correctly.
• Prepares data, assists with record retention, and oversees proper destruction according to written
procedures; develops the database to track the records retention schedule. Evaluate existing
document management systems and procedures to determine effectiveness and efficiency;
identify and recommend improvements.
• Assists in reviewing and collaborating with staff to inventory records.
• Participates in developing training materials and assists in departmental training sessions on
records management.
• Assist the Open Records Officer and Legal in support of legal discovery requests.
• Receives, logs, and distributes mail as needed.
• Creates databases, spreadsheets, PowerPoint presentations, forms, and reports. Make copies and
prepare documents for circulation.
Board Office Management Support (Backup to the Assistant Secretary)
• Maintain meeting calendar and confirm meeting attendees. Prepares meeting agendas and other
material; records minutes; maintains files for meetings. Takes dictation and/or records notes;
transcribe notes and recordings into typed documents; prepares and type memoranda’s, letters,
correspondence, reports, and documents related to the Board Office and Records Management.
• Maintains office files and records log, tracks incoming and outgoing documents; ensures file
records can be retrieved as needed. Maintains reference copies of the Authority policies; prepares
documents for archiving as needed.
• Maintain timesheet; enters leave and other payroll data; reconciles records.
• Proofreads correspondence prepared by others when needed.
• Creates databases, spreadsheets, PowerPoint presentations, forms, and reports. Make copies and
prepare documents for circulation.
• Submits and reviews requests for the Authority Board agenda items, workshops, and presentation.
• Assist with recording and tracking Board-related inquiries, department assignments and projects;
prepares and maintains tracking system to ensure timely response and close out of items.
• Coordinate special board office-related projects and events; assist with roll-out of new programs
and systems.
• Performs other duties as assigned with excellence.
COMPLIANCE:
• Responsible for completing all mandatory training classes.
• Responsible for reviewing and complying with all CAT policies, procedures, and directives.
• Ensures compliance with federal and state legal retention schedules and records management
policy
EDUCATION & EXPERIENCE:
• The preferred candidate will possess a bachelor’s degree in records management, library science,
archival science, secretarial science or a business-related field with three (3) to four (4) years of closely
related experience in office administration and or records management program development, or any
equivalent combination of education, training, and experience.
• A valid driver’s license is required.
• To perform this job successfully, an individual must be able to satisfactorily perform each essential duty
including proficiency in typing, proofreading, computer operations: Microsoft Office (Outlook, Word,
Excel, and PowerPoint). Adobe Acrobat, and Social Media web platforms. The requirements listed
below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation
may be made to enable individuals with disabilities to perform essential functions.
KNOWLEDGE, SKILLS, & ABILITIES:
• Skill in Records Management: Thorough knowledge of filing system operations, practices,
policies, and procedures, including a general knowledge of reporting, recordkeeping, and other
office systems and practices. Thorough knowledge of electronic records indexing, storage, and
retrieval systems.
• Skill in Strategic Thinking—Using logic and reasoning to understand, analyze, and evaluate
complex situations and research information to identify the strengths and weaknesses of
alternative solutions, conclusions, or approaches to the situation.
• Skill in Interpersonal Relationships—Develops and maintains cooperative and professional
relationships with employees and all levels of management, including representatives from other
departments and organizations. Demonstrates interpersonal skills to ensure positive interactions
with coworkers and public and cultural competence (sensitivity and awareness).
• Required to have prompt, regular in-person attendance and be available to work on-site and in
person during regular business hours.
• Ability to anticipate work needs and follow through with minimum direction.
• Ability to work independently, proactively, and energetically approach tasks assigned or needed.
• Knowledge or the ability to rapidly acquire knowledge of the Authority’s rules and regulations
and administrative systems and procedures.
• Savvy with technology and manages board legislative office software.
Physical Demands: • An employee must meet the physical demands described here to perform the essential functions
of this job successfully. Reasonable accommodation may be made to enable individuals with
disabilities to perform essential functions.
• While performing the duties of this job, the employee is regularly required to sit for extended
periods; stand; walk; use hands to manipulate, handle or feel; reach with hands and arms; and
talk or hear.
SAFETY REQUIREMENTS & NOTIFICATIONS:
Chatham Area Transit Authority is a public transit service provider governed by Federal Transit
Administration (FTA) requirements and Department of Transportation (DOT) requirements.
Due to the nature of some work performed at the CAT, some jobs are classified as ‘Safety Sensitive’ and
are subject to random testing for drug and alcohol use. All offers for employment are required to undergo
pre-employment and possible random drug testing. If the test shows a positive result, your application
for employment will be rejected, or if hired, employment may be terminated.
Work The work environment characteristics described here represent those an employee encounters while
ENVIRONMENT:
Performing the essential functions of this job. Reasonable accommodations may be made to enable
individuals with disabilities to perform basic functions. While performing the duties of this job, the
employee is regularly exposed to outside weather conditions, frequently exposed to moving mechanical
parts, and occasionally exposed to fumes or airborne particles. The noise level in the environment is
moderate.
DISCLAIMER:
The above statements are intended to describe the general nature and level of work performed. They are
not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of
personnel so qualified. This document does create an employment contract, implied or otherwise, other
than an “at will” employment relationship.
As an employee in the above-referenced position, I have read, understood, and agree to abide by the job
description.
Chatham Area Transit Authority is an Equal Opportunity Employer. The applicant is responsible for
disclosing true and accurate information on their account profile and/or resume. Falsification of this
information may lead to disqualification from vacancy consideration and/or termination of employment.
