Record Retention Specialist

Position Summary

Under general supervision, provides administrative support to Training and Instruction Department for both Rail and Bus Instruction. Individual must be able to multitask and maintain a professional approach while performing high volume assignments.

• Performs a variety of tasks requiring specialized knowledge related to area of assignment:
  Employee Records
  • Performs employee records‑maintenance, creates new employee files, processes and files employee records, and responds to employee record requests.
  • Physical filing for records and scanning paper files to electronic images. Prepares and ships files to off‑site storage facility according to filing and storage standards.
• Performs a variety of general office support duties including, but not limited to, making copies, data entry, and database maintenance.
• Maintains department documents, reports, and systems as assigned.
• Updates department records to ensure accurate information is maintained.
• Prepares and processes documents and reports relating to department personnel and distributes copies as needed. Assists in maintaining various computer systems.
• Provides customer service both in‑person and by telephone to internal and external parties.
• Screens and directs telephone calls for assigned division; gathers and relays messages for staff. Responds to various requests for information on behalf of division.
• Performs related duties as assigned.

Reporting to this position are the following jobs: (no specific titles listed).

• Developing and maintaining effective working relationships with various levels of authority and outside contacts.
• Handling information with strict confidentiality and discretion.
• Balancing and prioritizing projects with competing levels of importance.

• Preferred Bachelor’s degree and two (2) years of experience in Administrative Duties or an equivalent combination of education and experience relating to this position.

• Requires remaining in a stationary position for extended periods of time and operating a computer and other office productivity machinery.
• Ability to move up to 25 pounds.
• Service Area Requirement:
  Exempt (Non‑Union) employees must live within the boundaries of the CTA Statutory Service Area either at the time of employment or within 6 months of beginning employment at CTA.

• Ability to meet time restrictions and deadlines as outlined by Authority.
• Ability to handle information with strict confidentiality and discretion.
• Ability to maintain effective working relationships with staff at all levels of the organization.
• Ability to represent the office with the highest level of professionalism.
• Detailed knowledge of office and administrative policies and procedures.
• Good organizational and attention to detail skills.
• Good computer skills with knowledge of Microsoft Office software (Word, Excel, PowerPoint).

• General office environment.

• Standard office equipment.
• Personal computer and related software (Microsoft Word, Power Point, Excel).

CTA IS AN EQUAL OPPORTUNITY EMPLOYER. No employee or applicant for employment will be discriminated against because of race, color, creed, religion, sex, marital status, national origin, sexual orientation, ancestry, age, unfavorable military discharge, disability or any other status protected by federal, state, or local laws; except where a bona fide occupational qualification exists. We are committed to providing an inclusive environment for our workforce and supporting the communities we serve.

CTA will make reasonable accommodations for the known disabilities of otherwise qualified applicants for employment as well as its employees, unless undue hardship would result. If you require an accommodation in the application or hiring process, please contact  prior to the submission of your application or upon notification your actual test date. CTA will work with you to determine if an accommodation can be provided.

During the hiring process, CTA's Human Resources department will contact candidates with next steps. Failure to respond to these correspondences in a timely fashion may result in your application being closed out for non-responsiveness. Please click link below to review the benefits offered at the CTA.