Assistant Records Specialist, BPDA, Boston, MA
Posted March 18, 2022
Description:
Under the general direction of the Records Manager, works as a member of the team responsible for the records and archival responsibilities including the filing, retrieving, appraising, organizing and preserving of BPDA records. The Junior Records Specialist responsibilities include collaborating with BPDA MIS Staff, Legal Department, Director of Strategy and Business Processes and Department Heads to ensure all internal records requests are met, all files are handled in accordance with the BPDA retention schedule, and the highest standards are upheld in BPDA archival processes. Works closely with the Agency’s Executive Secretary/Director on obtaining files for Public Records Requests.
General Duties and Responsibilities:
- Appropriately file all BPDA executed documents according to their retention schedule and document type
- Search BPDA inventories and records centers to identify records and drawings in response to staff, public records law and discovery requests
- Coordinate retrieval orders to Access, which may include the return of multiple boxes to several recipients in one day. Copy information for requester or track loaned material. Coordinate the return of material to Retrievex
- Maintain and retrieve BPDA Board Memos and other archival materials at the BPDA Records Center (Rivermoor)
- Provide reference assistance for archival and records management for all files created by the department
- Maintain and perform data entry and quality assurance for BPDA electronic inventories
- Maintain confidentiality and integrity of all information
- Recommend and document workflows and systems to manage electronic records for all our processes
- Identifies materials appropriate for digitization and presentation on the web following established archival procedures
- Help train staff on archiving policies and on the use of eclectic archiving systems and databases
- Adhere to all City of Boston, BPDA and State procedures and guidelines for records management and retention including electronic records and emails. Work closely with MIS staff to determine guidelines in these areas of retention
- Perform special projects as assigned
- Perform other related duties as required
Required Skills:
- Critical thinking- Using logic and reasoning to understand, analyze and evaluate research information and retention schedule for BPDA records. Work with Managers to access their needs in storing and archiving documents
- Interpersonal Relationships- Develops and maintains cooperative and professional relationships with employees and all levels of management to include representatives from other departments and outside organizations.
- Computer Skills- Familiarity and experience with digital tools, such as BOX, Salesforce and a high level of familiarity with Microsoft Office Products.
- Ability to work independently and with internal and external constituents, including students, internals and researchers.
- Familiarity with BOX for Records Management and retrieval is highly recommended.
Qualifications:
Master’s degree in Library Science or Information Science and a Records Management Certification preferred with 0-3 years of relevant experience. Bachelor’s Degree from an accredited institution will be accepted with 5 years demonstrated Records Management and Information Management experience. Extensive direct experience within records can be used to replace the degree requirement.
Must have significant knowledge and experience of electronic and paper records management. Must demonstrate digitization experience of work related to moving paper files to a digitized format. Must be comfortable with the latest technology and IT functions and capable of designing and implementing electronic and paper management systems. Must be self-starter motivated with the ability to train staff and implement new policies. Must be customer service oriented.
Work Environment:
Works in office setting and archival facility (warehouse type environment)
Physical Requirements:
Frequent lifting, carrying and positioning of boxes weighing 40 pounds, frequent standing, walking, climbing
** BOSTON RESIDENCY IS A CONDITION OF EMPLOYMENT **
How to apply:
For more information and to apply: