Records Management Specialist
Ernst & Young - Houston, TX

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HOU000W0

US-TX-Houston

Job summary

As Records Management Specialist, you'll oversee various activities, including the handling and processing of client records. You'll also coordinate the inventory, storage and maintenance of those records within a particular office. Amongst your other responsibilities, you'll help both employees and clients with record storage and retrieval (both on- and off-site). In addition, you'll confirm that records are properly maintained within firm guidelines, and implement and monitor established Records Management procedures and controls.

In this role, you'll receive limited supervision, and may directly supervise others.

Responsibilities

Coordinate the optimum use of resources, and inform leaders of the performance of record center staff

Recommend process improvements to provide customer value, safeguard records, and comply with the firm's records management policies and procedures

Preserve and maintain records affected by litigation, partner, and/or administrative holds

Coordinate the annual retention compliance review process, working with the Sub-Area Records Manager

Together with the Sub-Area Records Manager, periodically audit records management procedures and records management systems, to achieve operational excellence

Provide work direction to Records Management staff, and clarify firm procedures

Train new Record Center support staff members on record management procedures and systems

Coordinate the access and security of Record Center software with the Sub-Area Records Manager

Manage the relationship with the local off-site vendor representative, to facilitate records management processes

Help identify opportunities for staff development, cross training, etc

Regularly demonstrate comprehensive knowledge of record inventories throughout the records/information life cycle. Apply in-depth knowledge of Records Management work routines and procedures, to achieve compliance with firm policy

Gain an in-depth understanding of Ernst & Young's Records Management policy and procedures

Assign work to team members, and provide feedback on their performance to your supervisor

Moderate to heavy lifting/moving

Be available for overtime as required, particularly during the months of January - April

Excellent attendance/punctuality

Travel when necessary, to client sites, off-site storage vendor, or another Ernst & Young office

Knowledge and skills requirements

English language skills - excellent written and verbal communication

Relationship-building skills

Ability to anticipate needs and resolve issues/obstacles, to deliver service that meets or exceeds the customer's need

Adept at proactively seeking new resources, to improve processes and efficiency, and increase quality

Competent at motivating others

Ability to promote an environment and culture that encourages effective teamwork and collaboration

Proficient at serving as a subject matter resource on the firm's technology

In-depth knowledge of work routines and procedures of a Records Management and office services support function

Proficiency in advanced functions of Microsoft Office, and other relevant software

Confident at making decisions independently, using sound judgment and business acumen

Experience

A minimum of 5 years related experience

Education

High school diploma, plus some college education or equivalent work experience