I am requesting assistance from this listserv and the CRM listserv for
someone who is not on the list and is not a client.
Included below is the current position description for the current position
within a bank. If anyone is willing to share a similar job description and
salary range it would be appreciated.
I would also be interested in any other comments on the current description
(please send off-line to me email address below). I personally believe she
is more than a records specialist.
Your assistance would be appreciated.
Robert W. Dalton, CRM
Dalton Consulting
[log in to unmask]
253-229-4555
.......................
Text Box: 2007 Position Description
Position Title: Records Specialist
Department: General Services
Reports To: General Services Manager
FLSA Status: Non-exempt Primary Customer: All bank
stakeholders
POSITION SUMMARY:
Accurately and securely maintains the bank's vital corporate, operational,
and customer records. Manages records on various media including paper,
microfiche, microfilm, disk and an automated imaging and storage system.
ESSENTIAL DUTIES AND RESPONSIBILITIES
1. Responsible for maintenance, reproduction, distribution,
protection, retention and destruction of all vital corporate and customer
records. Researches and understands established state, federal and industry
guidelines and establishes retention schedules for corporate records, tracks
retention dates and approves destruction of corporate records per the
schedule.
2. Responsible for maintaining the automated document management
system to include understanding and being able to troubleshoot imaging
system and scanner hardware and software issues at a basic level. Includes
setting up new cabinets and indexes on the document imaging system and
scanning, indexing and retrieving documents, monitoring retention dates and
accurately and timely purging old records from the system.
3. Serves as primary vendor contact for records related systems
with, XXXXX
4. Maintains manual records systems including paper, microfilm,
microfiche and disks in onsite and offsite storage. Includes proper filing
of documents, researching and retrieving documents, monitoring retention
dates, and accurately and timely purging of old records from storage.
5. Provides quality customer support by responding in a timely
and accurate manner to customer needs regarding copies, storage, retention
and destruction of records, searching and investigating records to retrieve
information using manual and automated systems, researching and maintaining
security of corporate records in accordance with the privacy act, FIDICA,
and the Sarbanes Oxley act.
6. Fulfills all subpoena, audits, and other special requests for
records. Negotiates with customers and government agencies on deadlines for
special requests and meets deadlines while maintaining quality service in
all other areas.
7. Assists Asset Recovery in fraud research and fraud
prevention by monitoring customer account applications and reporting
irregularities to the fraud department and researching questionable
transactions.
8. Proofs incoming loan documents, signature cards, and other
documents to ensure certain key information is included. Ensures all loan
documents and signature cards are received from the branches, scanned and
properly indexed in the system. Communicates any missing loan and/or
signature card paperwork to branches/departments. Follows up on any missing
items until they are received.
9. Responsible for training all staff on the use of the
document management system. Maintains current procedures and provides group
and individual training as necessary.
10. Provides assistance to staff for retrieving check copies from
the document management system and retrieves copies stored on film in a
timely manner. Gives priority to urgent check copy requests.
11. Responsible for off-site storage vendors for the accurate storage,
retrieval and destruction of the bank's corporate, operational, and customer
records.
12. Contributes toward effective team problem solving with staff,
peers, and management.
13. Consistently demonstrates corporate values; encourages and
coaches others to consistently demonstrate corporate values.
14. Develops and maintains ethical and professional relationships
with key vendors and recruiting sources in an effort to obtain added value
to
15. Supports and encourages the future-focused, results-driven,
values-based, sales and service culture throughout the organization.
16. Contributes to a favorable public image of by establishing and
maintaining professional relationships win the community (civic, industry
and professional).
17. Performs other duties as assigned. SUPERVISORY RESPONSIBILITIES
None
QUALIFICATIONS AND REQUIREMENTS
To perform this job successfully, an individual must be able to perform each
essential duty satisfactorily. The requirements listed below are
representative of the knowledge, skill, and/or ability required. Reasonable
accommodations may be made to enable individuals with disabilities to
perform the essential functions.
Education and/or Experience
High school diploma or general education degree (GED) and one year related
experience, or appropriate combination of education and experience
preferred. Demonstrated experience in the financial industry, specifically
in records management preferred. Experience with a document management
system is preferred. Position requires skills using word processing and
spreadsheet programs (i.e. Word for Windows, Excel).
Language Skills
Ability to read and comprehend instructions, correspondence, and memos.
Ability to write correspondence. Ability to effectively present information
in one-on-one and small group situations to members/customers and other
employees of the bank.
Mathematical Skills
Ability to add, subtract, multiply, and divide in all units of measure,
using whole numbers, common fractions, and decimals.
Reasoning Ability
Ability to define problems, collects data, and establishes facts and draw
valid conclusions. Ability to solve practical problems and deal with a
variety of variables in situations where only limited standardization
exists.
Licenses or Certificates: none Must be bondable.
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be
met by an employee to successfully perform the essential functions of this
job. Reasonable accommodations may be made to enable individuals with
disabilities to perform the essential functions.
* Requires the ability to operate a typewriter, personal computer,
multi-line telephone, calculator, facsimile and photocopier.
* Requires the ability to read, write, communicate, and interpret
information accurately in English.
* Requires the ability to concentrate and consistently produce
accurate work.
* While performing the duties of this job, the employee is
frequently required to sit; use hands to finger, handle, or feel; reach with
hands and arms; and talk or hear.
* The employee is occasionally required to stand and walk.
* The employee is occasionally required to stoop, kneel, crouch, or
crawl.
* The employee must occasionally lift and/or move up to 30 pounds.
* Specific vision abilities required by this job include close
vision, distance vision, color vision, peripheral vision, depth perception,
and ability to adjust focus.
WORK ENVIRONMENT
The work environment characteristics described here are representative of
those an employee encounters while performing the essential function of this
job. Reasonable accommodations may be made to enable individuals with
disabilities to perform the essential functions.
* The noise level is moderate.
* The physical exertion is moderate.
* Work is performed in an office setting.
* There are frequent employee contacts and interruptions via the
telephone and in person during the day.
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