One of our well-established printing and consulting clients is looking for Records Manager (Excel, insurance exp.)
Length: Contract term is 12 months
Location: Toronto, ON
"The start date of this job is flexible and in order to find the best candidate the job may remain open much longer than the date mentioned on this posting... or you may be asked to start sooner than the expected start date if you are able to do so !"
Please read the job description below. If this interests you, please send a MS-Word version copy of your resume (ASAP) along with a telephone contact number: E-mail to padhikari@teamrecruiter.com
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The recruiter in charge of this role is Prakash
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Requirements:
Job Profile:
Candidate will be responsible for leading, planning, and managing the records management program within our department. Your role encompasses administrative records, regardless of their medium or format. The Records Lead, in addition to creating, tracking, and preparing hard copy files for storage, will be proficient in analyzing electronic data related to paper files. This task requires the ability to utilize file tracking software to search for and locate records, extract data into Excel format, and perform detailed electronic analysis on the data using complex Excel formulas. Candidates must have the ability to understand detailed retention schedules and how to apply them to client records. Additional responsibilities include, navigating complex excel spreadsheets, and filtering key data for utilization in various records projects. Excellent verbal and written communication skills are critical to being successful in this role as frequent interaction with internal and external stakeholders will be required.
Here are the principal duties and responsibilities:
1. Leadership:
o Lead the transformation of records management processes, especially in handling electronic and physical records.
o Serve as the subject matter expert on digital and non-digital records management issues.
o Keep senior management informed about operational requirements, legislative matters, and regulatory issues related to records and information assets.
2. Risk Management and Legal Compliance:
o Collaborate proactively with senior management to manage records/information assets effectively.
o Ensure compliance to record retention policies.
o Consult with senior management to align records management processes with the department enterprise architecture.
3. Policy Formulation and Implementation:
o Develop and oversee department and provide guidance for record-keeping.
o Align with strategic plans, company mandates and professional standards.
o Coordinate with record associates to ensure records creation, maintenance, use, and disposition comply with guidance and prescribed retention policies.
4. Effective Records Management:
o Promote best practices for records management throughout the department.
o Ensure effective controls are in place to safeguard all records.
ESSENTIAL FUNCTIONS:
Utilize file tracking software to initiate search, locate and retrieve hard copy records from storage. Distribute file(s) to requestor while updating software with current location.
Produce Management reports upon request utilizing search criteria provided by the requestor.
Perform detailed analysis on both structured and unstructured data to determine eligibility for disposal.
Review disposal reports against retention schedules and produce reports for Management review and approval.
Compare disposal reports against legal hold reports and retain records as necessary.
Create, organize, and navigate excel spreadsheets containing an abundance of data while utilizing various formulas including Conditional Formatting, VLOOKUP etc., to review the data.
Prepare physical files for storage following Client's procedures. Create records in file tracking software and attach electronically to appropriate archive box in the system before sending the physical box to archive storage.
Utilize storage vendor's software to place orders to retrieve records from archives, run management reports, send, and return records and boxes to archives.
Where necessary, scan documents to electronic format using established naming conventions and forward electronically to requestor. Maintain a soft copy on designated drive.
Periodically audit, edit and update records as necessary in file tracking software.
Perform all tasks in a timely manner, while adhering to client policies related to sensitive and or confidential documents and information.
All duties as assigned.
Must assist in providing services in all service lines in addition to primary role.
Qualifications:
REQUIRED SKILLS
High school diploma or equivalent (GED) required.
Minimum of two years records management experience with extensive experience working with a records management software required.
Strong Computer Skills required, specifically advanced Excel skills.
Attention to detail with emphasis on accuracy and quality of work product.
Ability to prioritize work to balance multiple projects and deadlines.
Ability to multi-task and work in a fast-paced team environment
Excellent verbal and written communication skills
Exceptional customer service skills
Must be able to lift up to 50 lbs. on a regular basis.
Must be able to work standing up for long periods of time when required.
Knowledge and basic experience operating reproduction equipment, to scan files to electronic format.
Experience solving basic technical problems.
Good interpersonal skills and comfortable working in a team environment
Excellent customer service skills
Excellent organizational skills
Ability to work with minimal supervision.
Outstanding punctuality/attendance record
ESSENTIAL FUNCTIONS:
Provides support to all Client Associate positions to facilitate client deliverables
Provides backup and peak workload support
Establishes support coverage schedules with Operations Managers and Site Leads
Supports training of new employees, as required
Supports administrative tasks, as required
Communicates to Site Lead and Manager all process opportunities identified during support period
Provides operational support for print, mail, courier and imaging equipment and operations
Provides outstanding customer communications and client service
Ability and willingness to learn and develop
Travels to supported accounts using reliable dependable transportation
Flexibility to adapt to various client environments in an organized and professional manner
Ability to work in a team environment or single person environment with minimal supervision
Able to lift and move up to 50 pounds
Ability to manage multiple tasks
Computer skills
Basic knowledge of file conversion or graphic arts applications such as Adobe Acrobat
EXPERIENCE:
6 months to 1 year experience delivering customer service
3+ years of experience in a Service Delivery environment
Specific account training and knowledge or similar print service support experience in the same region or for a similar client
Proven ability to work effectively in a range of client environments
Please note that this is the most up to date version of job description available at this time - During Client Interview you will receive additional information - variance may apply !
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