Records Retention Specialist/Courier

Responsibilities: Ideal candidate thrives in a collaborative, customer-focused environment and enjoys working closely with a partner while contributing to a small, high-performing team. This individual demonstrates professionalism, initiative, accountability, and strong communication skills. They are highly computer literate and comfortable learning and support business systems, including the company's records management tool. The successful candidate serves as a knowledgeable resource to customers by providing guidance, troubleshooting assistance, and training related to records management processes and systems. They possess a strong service mindset, build positive working relationships, and consistently deliver exceptional support to employees across the service territory. This person is adaptable, dependable, detail-oriented, and capable of balancing multiple priorities while maintaining a high level of accuracy and compliance. They are comfortable performing courier-related responsibilities, including operating company vehicles, transporting materials securely, planning routes efficiently, and representing the department professionally while interacting with customers throughout the service territory. The ideal candidate is also willing and able to perform the physical aspects of records management, including lifting, moving, and organizing records boxes and other materials, while following established safety procedures. A strong commitment to safety, reliability, continuous learning, and teamwork is essential. This individual embraces a one-team mentality, willingly cross-trains, shares knowledge, serves as a reliable backup to teammates, and contributes to a positive and collaborative team culture. Maintains electronic and hard copy records systems and procedures to facilitate the orderly retention and disposition of records. Oversees entry of inactive records inventory into records management system to ensure accuracy and compliance with retention/disposition guidelines. Designs, evaluates reviews, recommends, creates, implements, updates, and maintains records management-related systems utilized to track records stored at the record center. Acts as a liaison between user departments and the records center regarding issues of retention and disposition. Implements retention schedules and creates destruction notifications for approval; works closely with departmental representatives to review materials and gain approval for destruction. Maintains destruction register of approved records disposals. Processes obsolete records for destruction, in accordance with retention policy and established procedures. Routes obsolete tapes, microfilm, and other media to proper departmental area or to vendor for proper disposition. Implements quality control procedures to ensure integrity of documents, electronic images, and/or records metadata. Ensures that only authorized personnel have access to inactive records via maintenance of a control log. Takes all requests for information, establishes proper security clearances, and provides user with information. Provides training in records center procedures to internal staff. Provides user training on operation of inactive records management program, records policies, and retention schedule. Receives and processes records transferred to inactive storage in accordance with established schedules. Maintains accurate circulation records. Maintains daily activity statistics and compiles activity statistics for inclusion in monthly activity report. Makes arrangements for offsite deliveries for vital records protection. Coordinates daily retrieval of information for users. Re-files all returned media and collects rotation information for input into system. Follows up with users on checked-out records. Keeps vault area clean and neat and checks environmental systems daily. Ensures that adequate levels of supplies are maintained for records center personnel at all times. Delivery and pickup of interoffice mail for the local Tampa business office. Internal: Interacts with team members of all levels within the firm and affiliates.

Required Skills: High School diploma or GEDMinimum one year records management experience. Applies specialized technical skills as an independent worker under minimal supervision. Must currently have a safe driving record for the past three years and maintain a safe driving record for the duration of employment within this position. Ability to create, manipulate, and change documents using MS Word and MS ExcelWork involves moderate exposure to unusual elements, such as temperatures, dirt, dust, fumes, smoke, unpleasant odors, and/or loud noises. Must be able to frequently lift and carry 35 pounds while ascending and descending a safety ladder. Must also be able to occasionally lift and carry as much as 55 pounds while ascending and descending a safety ladder. Involves standing and/or walking for extended periods of time. Requires safe operation of company vehicle and compliance with Smith Driving techniques. Minimal exposure to physical risks such as operating dangerous equipment. LEADERSHIP COMPETENCIES Speaks Up on Safety, Health, and the Environment Takes Ownership and Acts with Integrity Drives Operational Excellence for Customers Builds Strong, Collaborative Relationships Develops People and Teams Cultivates Innovation and Embraces ChangeThinks Strategically and Exercises Sound Judgment