Records Coordinator

Metra is America’s fourth busiest commuter rail system, providing essential transportation services to a community of over 9.4 million residents. As an organization of over 2,600 professionals, we are committed to safely and efficiently meeting the growing and changing transportation needs of the commuters and businesses we serve.
To meet those needs, Metra employs a diverse workforce in an environment that fosters creativity and drives innovation. We invite you to learn more about Metra and the many career opportunities we offer.

The final salary will depend on the candidate's qualifications. Those with 8 years or more of required experience can expect offers up to the midpoint of the salary range. Metra provides full pay ranges so candidates can consider their growth potential.

Qualified veterans who meet the minimum requirements will receive outreach during the recruitment process in accordance with Federal and State laws, including the Illinois Veterans Preference Act. Meeting the minimum qualifications does not guarantee an interview or job offer. The most qualified candidate will be selected.

Metra is one of the largest and most complex commuter rail systems in North America, serving Cook, DuPage, Will, Lake, Kane, and McHenry Counties. The agency is linking communities in Northeastern Illinois by providing safe, reliable, and efficient commuter service.

The core mission of the Real Estate and Contract Management Department is to maximize Metra’s non-fare revenue and minimize its liability exposure through effective negotiation, pricing and contract administration of Metra property and real estate assets. The department’s activities support the agency’s core mission by participating in real estate/ property acquisition for station and parking areas, managing station and vendor facilities and ensuring that utility easements placed on Metra property are in compliance with Metra’s engineering standards for safe travel.

Reporting to the Manager Real Estate Contract Administration, the Records Coordinator will perform records and information management functions for the Real Estate division; ensure the accuracy and completeness of paper documents to be scanned electronically or stored off-site; and provide administrative support to ensure the division's procedures are in line with the agency's retention program and comply with local, state and federal public records regulations.

The primary duties include:
Administer the records retention process for the division; update and maintain files and records systems; serve as the technical expert on electronic and paper records and information management to mitigate risk, and preserve critical business information; and ensure procedures are in line with best practices, the agency's retention program guidelines, and meet mandated requirements. Provide administrative support to the division;

prepare documents for imaging, operate electronic scanning equipment, index and convert scanned material to digital formats, quality check scanned images, and maintain computerized records and electronic tracking systems. Audit records and tracking database for accuracy, completeness, and correction prior to documents being scanned electronically or stored off-site; monitor policies to determine proper storage and disposition of records stored at the agency's off-site storage facility;

and maintain listing of storage transaction issues. Assist in the development, implementation, and maintenance of records procedures, guidelines, and controls for document filing, off-site storage, tracking, retrieval, and ensuring contracts are captured, retained, and disposed of appropriately. Ensure all processes are…