Part-time Records Management Specialist

Part-time Records Management Specialist (Administrative)

Salem Five is a growing regional financial services organization with a rich history of over 160 years. As an independent bank, we are deeply rooted in the communities we serve and offer our employees successful and rewarding careers.

This position requires the ability to work in the Salem, MA offices.

The schedule for this part-time position has a weekly maximum of 12-15 hours, Tuesday through Friday. Some flexibility in specific hours, with a consistent weekly schedule. Specific hours to be worked out with Hiring Manager.

Salem Five has more than 30 retail banking branches throughout Essex, Middlesex, Norfolk and Suffolk counties, strong business banking capabilities, an Insurance division, a Wealth Management & Trust organization and a Mortgage Company that has provided home ownership to generations of families.

Salem Five believes deeply in supporting the communities in which we reside. Donations through our Charitable Foundation or events at the branch or location-level are an important part of our DNA. We would not be the company we are without our commitment to businesses and organizations that help the region thrive and to our employees. Come see what "we're" all about.

The Records Management Specialist shall provide support to his/her supervisor to ensure:

• Control of the archiving of records,
• Compliance with applicable bank policy and the Record Retention Schedule,
• Controlled access to and protection of archived records,
• Secure transport and storage (preservation) of records, and
• The orderly and consistent destruction (elimination) of records.

The Records Management Specialist's responsibilities include the following:

• Demonstrating compliance with banking laws and regulations as defined in company policies and procedures pertinent to position.
• Providing for a comprehensive, consistent, and systematic approach to managing the storage/access/retention/destruction of the institution's records.
• Maintaining the order, integrity, and security of archived bank records at all storage locations.
• Managing records, including logging, processing, archiving and retrieving as needed.
• Maintaining the Record Retention database, including ensuring that all records entering or leaving the archive system are recorded in a timely manner.
• Picking up and delivering records in a secure manner to archives at Corporate Headquarters and satellite storage locations upon request of the various business units. Ensure proper labeling and logging.
• Locating and delivering records to staff members as necessary to address business needs (e.g., research, audits, regulatory examinations).
• Placing records on a “litigation hold” when instructed to do so by Bank Counsel or Director ERM. Ensuring that the specific inactive physical records involved are retained and not destroyed until further notice by Bank Counsel.
• Identifying records for destruction in accordance with the bank's written Record Retention Schedule. Obtaining the necessary acknowledgements from Department Heads and/or pre-designated Department Officers. Transporting records and ensuring proper destruction.
• Performing periodic inventories of records in storage at Salem Five Bank locations.
• Operation of relevant equipment/machinery (e.g., ramp) and identifying any problems with such equipment.
• Communicating and elevating non-routine problems and concerns to Department Management.

The Records Management Specialist must:

• Embrace new and emerging technologies to support operations through flexibility, the ability to learn, and adaptability to change;
• Be proficient with and comfortable using the internet to search and locate information; and
• Be proficient with and comfortable using digital technologies (e.g., mobile smart phones).

In addition, the Records Management Specialist will be responsible for the day-to-day functioning of the records program. Specifically, he/she will be responsible for ensuring that:

• All records received into archives are boxed according to Bank standards;
• All boxes are accurately labeled in accordance with the Record Retention Schedule;
• A current and accurate inventory of stored…