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Title
Text copied to clipboard!Records Clerk
Description
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We are looking for a meticulous and organized Records Clerk to join our team. The ideal candidate will be responsible for managing and maintaining all company records, ensuring they are accurate, up-to-date, and easily accessible. This role requires a high level of attention to detail, as well as the ability to handle sensitive information with discretion. The Records Clerk will work closely with various departments to ensure that records are properly filed and maintained according to company policies and legal requirements. Additionally, the Records Clerk will be responsible for retrieving records as needed, assisting with audits, and providing support for special projects. The successful candidate will have excellent organizational skills, strong computer proficiency, and the ability to work independently as well as part of a team. This is a critical role that supports the overall efficiency and effectiveness of our organization by ensuring that all records are managed in a systematic and secure manner.
Responsibilities
Text copied to clipboard!- Maintain and update company records in both physical and digital formats.
- Ensure records are filed in an organized and systematic manner.
- Retrieve records as requested by various departments.
- Assist with audits and compliance checks.
- Ensure the confidentiality and security of sensitive information.
- Coordinate with other departments to ensure records are accurate and up-to-date.
- Prepare reports and summaries based on records data.
- Assist with special projects as needed.
- Implement and maintain record-keeping systems.
- Train new staff on record-keeping procedures.
- Monitor and manage record retention schedules.
- Dispose of records according to company policies and legal requirements.
- Conduct regular audits of records to ensure accuracy.
- Provide support during internal and external audits.
- Maintain an inventory of records and supplies.
- Ensure compliance with all relevant laws and regulations.
- Respond to information requests in a timely manner.
- Assist in the development of record-keeping policies and procedures.
- Maintain a clean and organized work environment.
Requirements
Text copied to clipboard!- High school diploma or equivalent; associate's degree preferred.
- Previous experience in a records management or clerical role.
- Strong organizational skills and attention to detail.
- Proficiency with Microsoft Office Suite and record-keeping software.
- Excellent communication skills, both written and verbal.
- Ability to handle sensitive information with discretion.
- Strong problem-solving skills.
- Ability to work independently and as part of a team.
- Familiarity with legal and regulatory requirements for record-keeping.
- Ability to prioritize tasks and manage time effectively.
- Strong data entry skills.
- Ability to lift and move boxes of records as needed.
- Experience with electronic records management systems.
- Strong analytical skills.
- Ability to work under pressure and meet deadlines.
- Attention to detail and accuracy.
- Strong customer service skills.
- Ability to adapt to changing priorities.
- Knowledge of records retention schedules.
- Ability to train and mentor new staff.
Potential interview questions
Text copied to clipboard!- Can you describe your experience with records management?
- How do you ensure the accuracy and confidentiality of records?
- What record-keeping software are you familiar with?
- How do you handle multiple tasks and prioritize your workload?
- Can you provide an example of a time when you had to retrieve records quickly?
- How do you stay updated on legal and regulatory requirements for record-keeping?
- Describe a time when you had to handle sensitive information. How did you ensure its security?
- What steps do you take to ensure records are properly filed and maintained?
- How do you handle discrepancies or errors in records?
- Can you describe your experience with electronic records management systems?
- How do you assist other departments with their record-keeping needs?
- What strategies do you use to manage record retention schedules?
- How do you prepare for and assist with audits?
- Describe a time when you had to implement a new record-keeping system.
- How do you ensure compliance with company policies and legal requirements?
- What do you do if you find a record that is missing or incomplete?
- How do you handle the disposal of records?
- Can you describe a time when you had to train new staff on record-keeping procedures?
- How do you maintain an organized work environment?
- What do you enjoy most about working in records management?