Records Specialist Job Description

Records Specialist Job Description

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Records specialist provides expertise, leadership, and support regarding the development and implementation of operational safety policies, procedures, standards, and requirements to ensure compliance with all applicable laws, regulations, and safety requirements.

Records Specialist Duties & Responsibilities

To write an effective records specialist job description, begin by listing detailed duties, responsibilities and expectations. We have included records specialist job description templates that you can modify and use.

Sample responsibilities for this position include:

Other duties as assigned by the Manager of Aircraft Records
Utilize Excel or Access to manage large amount gift, pledge, or biographic/demographic data
Correctly identifies document types and accurate batch naming on the front end for Western & Southern Life, Columbus Life, Lafayette Life and IFS products
Provides excellent customer service to various internal business units by fulfilling on-demand requests to image application files, correspondence and new business applications
Accurately receives and sorts paperwork associated with new business and policy service transactions for various business areas
Researches and responds to workflow, mail, phone, email and fax requests for historical and current policy information, audit trails, annual reports and check copies using multiple mainframe systems, microfilm and bank software
Reviews system outputs and makes daily corrections to customer master records
Ensure timely, accurate and synchronized data migration from existing formats into the AirVault system
Set up/install inspections in computer system
Read and interpret technical data, which is input into AIS, as required

Records Specialist Qualifications

Qualifications for a job description may include education, certification, and experience.

Licensing or Certifications for Records Specialist

List any licenses or certifications required by the position: FCRA, RIM, FAA, CCS, CRM, RHIT, RHIA, NARA, CPC, CTR

Education for Records Specialist

Typically a job would require a certain level of education.

Employers hiring for the records specialist job most commonly would prefer for their future employee to have a relevant degree such as Bachelor's and Associate Degree in Education, Management, Communication, Graduate, Faculty, Business, Computer, Associates, The College, Administration

Skills for Records Specialist

Desired skills for records specialist include:

Medicare guidelines governing home health agencies
Policies & procedures and HIPAA regulations and to complete work in compliance of these and other standards
Release of Information standards
Current state laws regarding fee structure
HIPAA regulations facility policies and procedures in regards to release of information
Manager
Safety procedures to ensuring a safe work environment and reports safety concerns to Supervisor
Operations
Medical terminology
Excel

Desired experience for records specialist includes:

Must be able to maintain a steady pace while completing repetitive tasks
Must have excellent analytical, technical and problem solving skills
Must be able to work with tight time constraints
Position requires self-motivation, discipline and organization
Needs to be dependable, stable and independent
Be able to work in a corporate environment

Records Specialist Examples

1

Records Specialist Job Description

Job Description Example
Our company is hiring for a records specialist. Thank you in advance for taking a look at the list of responsibilities and qualifications. We look forward to reviewing your resume.
Responsibilities for records specialist
  • Analyze landing gear time controlled components and updating AIS
  • Analyze APU engine trends and time controlled components along with updating AIS
  • Prepare records for transfer upon sell of assemblies to lesser or designated representative
  • Prepare reports for other department requiring either engines, APU, or landing gear
  • Scan all historical and ongoing records of assemblies and components verify scanned documents were properly scanned identified for future retrieval
  • Work directly with the Aircraft Acquisition and Lease Return Groups, other internal and external groups, to provide a complete record package for lease return, sold or new aircraft
  • Assists management with the transfer and retrieval of Company records from on-site and temporary off-site, and permanent off-site records storage locations
  • Serve as backup support for one or various asset teams serving basic file requests and administrative needs across well file or land data of various business units that store active records managed by the Records and Information Management Department
  • Assists with cataloging of land files in appropriate database systems
  • Identify various types of land file documents to interfile into appropriate files according to the specific structure established by each individual team supported
Qualifications for records specialist
  • Three (3) years Part 121 or Part 135 air carrier experience in Quality Assurance, Quality Control, Engineering, Line or Heavy Maintenance or Reliability
  • Must be able to sit for extended periods of time at a workstation, lift objects as required up to 50 lbs
  • One (1) year of experience in records management or database administration
  • Must have excellent interpersonal and communications skills in order to effectively interact with personnel at all levels in a dynamic work environment
  • Must have excellent organization and project management skills with attention to detail and follow through
  • Document scanning and imaging experience desired
2

Records Specialist Job Description

Job Description Example
Our innovative and growing company is looking for a records specialist. Thank you in advance for taking a look at the list of responsibilities and qualifications. We look forward to reviewing your resume.
Responsibilities for records specialist
  • Utilize and update imaging capture software and repository
  • Perform in-depth searches involving complex search criteria (i.e., large geographic areas or various depths and formations.)
  • Identify data no received in a timely fashion and work with asset team members to ensure delivery
  • Assist the Accounting Supervisor I with the processing of gifts-in-kind, payroll deductions, Convio (Cancer Institute), Direct Line (Alumni Dues), and Ruffalo Cody (Annual Fund)transactions as needed
  • Create analytical reports to help upper management identify trends in online giving other key performance indicators (KPI's)
  • Process and maintain recurring gifts by credit card using Cybersource
  • Process gifts made by cash, check and over-the-counter credit cards pledges, dues, and receipting transactions as needed
  • Assist the Development Records Specialist with manual credit card processes adhering to procedures for handling and maintaining confidential credit card information
  • Assist in yearly support pack testing the testing of enhancement and new system functionality
  • Research and resolve donor questions
Qualifications for records specialist
  • College degree preferred, High School diploma or GED equivalent required
  • Experience working in SCEPTRE system a plus
  • Ability to handle multiple duties/priorities on a daily basis
  • Able to keep up in a fast-paced work environment
  • Review and submit requests for matching gifts and process matching gift payments
  • Maintain appropriate back-up documentation for all gifts and pledges based on record retention policy standards
3

Records Specialist Job Description

Job Description Example
Our company is growing rapidly and is hiring for a records specialist. Thank you in advance for taking a look at the list of responsibilities and qualifications. We look forward to reviewing your resume.
Responsibilities for records specialist
  • Assist operations personnel with pipeline crossings and well site/well pad remediation
  • Provide support to the Manager of Dispositions and Asset Evaluation
  • Communicate and interact with donors, development officers, business managers, and colleagues in a professional and courteous manner always delivering excellent customer service
  • Responds to emails and manages other requests, as appropriate for new patients
  • Reporting – Generates and distributes scheduled HRIS reports in timely manner
  • HR system support and maintenance – Troubleshoots HR systems and interfaces
  • Documentation – Creates and maintains documents for HRIS procedures for all system updates and maintenance including all employee level transactions performed in UltiPro
  • Processing of both hardcopy and softcopy legal documents by sorting, cataloging into the customer's database, and scanning documents as a PDF file to be accessed by other requestors
  • Respond to customer requests for copies of legal documents via a web based request system
  • Complete other projects as assigned, all pertaining to legal documents processing, researching, scanning and filing
Qualifications for records specialist
  • High level data entry skills required
  • Must be able to handle boxes and pulling files from boxes
  • Process credit card donations by telephone
  • Log and scan donations received in GADS to be deposited into the Development bank account daily
  • Analyze and research address data on returned correspondence and revise inaccurate or outdated address in the fundraising database
  • Manage the monthly implementation of the change-of-address, deceasing and apartment-append data, and keep prospect managers apprised of all relevant address updates
4

Records Specialist Job Description

Job Description Example
Our company is looking for a records specialist. To join our growing team, please review the list of responsibilities and qualifications.
Responsibilities for records specialist
  • Gain a complete knowledge of all procedures related to the data entry functions assigned to Development and Institute Relations
  • Verify all gifts received using their corresponding source materials
  • Maintain the accuracy and integrity of ALL data in the alumni/development database by identifying and researching missing data and gift/pledge problems and assisting in special database cleanup projects
  • Understand the ramifications of IRS, FASB, CAE, PCI, FERPA, and NACUBO rules governing how the Institute processes and acknowledges donations and maintains records on individual constituents
  • Perform retrievals from the database as necessary for ad-hoc information that will assist in answering/solving questions about any constituent’s data or for daily processing needs
  • Possess an overall knowledge of the entire alumni/development database, and how it functions to support DIR and the Institute at large
  • Be able to assist staff members with questions relating to how the database functions in support of ALL advancement programs
  • Have the ability to work in a team atmosphere, contributing whenever needed to fulfill divisional goals
  • Attend all divisional and departmental meetings as required
  • Participate in other Development and Institute Relations events and projects as shall be deemed necessary to support the broader goals of the department
Qualifications for records specialist
  • Dedication to quality and attention to details
  • Have years of effective experience with computerized database systems
  • Be computer literate with experience in word-processing and spreadsheet software familiarity with the internet
  • AND Advanced experience with Enterprise Content Management
  • Computer knowledge in Microsoft Office products
  • Five (5) or more years of clerical experience, two (2) of which must have been in records management, office management, public library, or administrative experience
5

Records Specialist Job Description

Job Description Example
Our innovative and growing company is hiring for a records specialist. To join our growing team, please review the list of responsibilities and qualifications.
Responsibilities for records specialist
  • Prioritize database updates received through the Advancement Updates email account
  • Create new records in the Advance database
  • Correctly process deceased records in the Advance database
  • Correct any data errors in the database such as incorrectly deceased entities, duplicate entities, etc…
  • Conduct online research to determine correct alumni contact information
  • Maintains current documentation of data entry procedures
  • Assists in developing data standards
  • Interpret information from various sources to determine what changes need to be made in the Advance database
  • Professionally communicate with University personnel, alumni, donors, and other constituents
  • Oversees and assigns tasks to student aid(s) related to data entry and the maintenance of Advancement’s Master Files
Qualifications for records specialist
  • Computer competency (word processing, windows navigation)
  • Ability to work well as part of a team and be mindful of coworkers and their respective workloads
  • College credits equivalent to two years towards an undergraduate degree with a major in Museum Studies, Library Science, or Public Administration
  • Ability to work independently, with team members, self-motivated, ‘can do’ attitude
  • This is the skill set for an individual at midpoint of the banded position
  • Requires a bachelor’s degree or equivalent experience in lieu of a degree is acceptable

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