Part Time Records Administration Specialist

The Records Administration Specialist is responsible for assisting Records Administration management in implementing the Records Administration Program for the Credit Union. This position will be responsible for performing tasks associated with the retention and destruction of Data/Records throughout the Information lifecycle which includes implementing policy and related procedures based on the various types of records. Records Administration Specialists must be able to understand and adhere to legal requirements and organizational policies related to record and information management, track and handle multiple projects and deadlines simultaneously, and exercise a high level of thorough attention to detail in order to ensure the successful management of all Credit Union records and information.

Work Location: This position is available to work onsite at MSUFCU East Lansing Headquarters.

Weekly Schedule: This is a part-time position. Schedule includes Monday, Friday, and one additional day in the office each week (to be determined upon hire). Hours typically fall within standard business hours of 8:30am - 5:00pm

An offer of employment with MSU Federal Credit Union and affiliates is contingent upon the agreed work arrangement (onsite/hybrid/remote) and work location. MSU Federal Credit Union may or may not be able to accommodate temporary or permanent changes to work arrangements or allow employment outside the city and/or state of residency in which the new hire resides at the time of offered employment.

Compensation & Benefits:

• Salary Ranges - $18.00-$22.00+/hour, dependent on experience
• Medical, Dental, & Vision insurance options
• Up to 16 days of PTO within your first year, as well as Volunteer Time Off & 11 Paid Holidays
• 401(k) with a company match
• Up to 12 Weeks of Paid Parental Leave
• Learn more about our benefits here

Essential Duties and Responsibilities -

• Records Administration Specialist I:
  
  
  
  • Assists Records Administration management in the day-to-day duties of the Credit Union's Records Administration Program.
  • Maintain organization and storage of documents in a manner that adheres to Credit Union policies.
  • Sort, scan, index and manage the Credit Union's documents using the imaging equipment, software and procedures for categorizing and storing in a manner that is accurate and efficient.
  • Perform imaging and records administration procedures designed to implement the Credit Union's Records Administration Program and applicable Credit Union policy and procedures in accordance with applicable laws and regulations.
  • Have a strong understanding of where all Credit Union documents are to be imaged categorically within the Credit Union's overall document management system and within specific document management tools, including but not limited to Synergy.
  • Utilizes all aspects of Credit Union's intranet, systems, and other technology to complete work efficiently, including but not limited to Synergy Web Client, Synergy Capture, Episys Quest, and Microsoft 365.
  • Understand the Credit Union's policies and procedures to ensure compliance and accountability for managing operational risks. Adhere to established internal controls and procedures to safeguard assets, prevent fraud, and maintain the integrity of Credit Union operations.
  • Perform other duties and assist other employees, as assigned.
  
  
  
  

• Records Administration Specialist II:
  
  
  
  • Assist with developing and maintaining records and information management policies, procedures, and system documentation.
  • Assist with the Credit Union's records disposal processes, including but not limited to the disposal of records stored in paper and in electronic formats.
  • Assist with the development, organization, and maintenance of the Credit Union's records retention schedule to keep it current and to maintain compliance with applicable laws, regulations, and Credit Union policies.
  • Perform research and advise on the development of the Credit Union's Records Information Management Program and Record Retention policy and procedures in accordance with applicable laws and regulations.
  • Assist with identifying procedural and technical inefficiencies and proactively recommend solutions.
  • Identify changes to Credit Union processes or procedures that will impact the duties of the department and proactively recommend updates to departmental processes and procedures to adapt in a timely manner.
  • Lead, manage, and administer projects that feature complexity levels involving multiple departments with possible vendor management and a documented plan of action of 1 year or less.
  
  
  
  

• Senior Records Administration Specialist:
  
  
  
  • Provide value-added recommendations for process improvement on a regular basis.
  • Assist Records Administration management with training, recommendations for procedures, and implementation of record retention inventory, record destruction logs, and other appropriate elements of an effective records administration program in each business area.
  • Act as a subject matter expert in relation to Credit Union policies, procedures, and regulatory requirements affecting the appropriate retention and destruction of items under review.
  • Assist management with various projects including investigating new and innovative records administration tools or processes to enhance the safety, soundness, or other elements of an effective records administration program.
  • Participate in the promotion and implementation of creative and innovative ideas and solutions for the department and the Credit Union.
  • Support the Credit Union strategic direction and initiatives while helping others understand the purpose of decisions and direction.
  • Create and update department procedures and Credit Union resources.
  • Lead, manage, and administer projects that feature complexity levels involving multiple departments with possible vendor management and a documented plan of action of greater than 1 year.
  
  
  
  

Job Requirements -

• Records Administration Specialist I:
  
  
  
  • This position requires a high school diploma or equivalent
  
  
  
  

• Records Administration Specialist II:
  
  
  
  • This position prefers a degree in Records and Information Management, Business, or a related field - or 2 years of experience in lieu of a degree.
  
  
  
  

• Senior Records Administration Specialist:
  
  
  
  • This position requires a degree in Records and Information Management, Business, or a related field - or 5 years of experience in lieu of a degree.
  
  
  
  

Competencies:

• Core Competencies that must be demonstrated by all Credit Union employees include Communicate, Navigate Change & Evolve, Solve Problems & Make Decisions, Plan, Prioritize, and Achieve, and Collaborate.
• Functional Competencies:
  
  
  
  
  • Analytical Thinking - Breaks down complex information into smaller parts.
  • Initiative - Takes proactive and prompt action to accomplish work goals. Takes action to achieve results beyond requirements.
  • Adherence to Procedures - Includes knowledge of relevant external and internal policy and compliance procedures.
  • Organization - Arranges work in a systematic way either on small or large scales.
  • Detail Orientation - Ensures information is complete and accurate. Adheres to processes as outlined. Follows up to ensure quality and completion of work.
  • Teamwork - Works well with internal and cross-functional teams to achieve individual, team, department, and/or organizational goals. Values diverse perspectives and working with others to achieve the best outcome possible.
  • Resourcefulness - Creatively copes with difficult situations or unusual problems. Solves problems and achieves results in the face of obstacles and constraints.
  • Digital Literacy - Adopts, effectively uses, and champions new technology. Understands and shares technological information used within the position.
  • Data Analysis - Analyzes and draws insights from relevant data. Uses storytelling to effectively communicate insights and actionable, data-informed recommendations.
  • Documentation - Demonstrates knowledge of documentation procedures. Tracks changes, makes updates, and relays important information.
  
  
  
  

Physical Demands and Work Environment -

• May be required to remain in a stationary position for an extended period of time.
• Ability to operate standard office technology, equipment and tools, which may include many hours of computer and phone usage.
• Occasionally needs to move about inside of office area
• Ability to move boxes and materials weighing up to 50 pounds from shelves
• Exposure to potentially hazardous condition, i.e. robbery. Receives detailed instructions and procedures to be followed to minimize the exposure
• This position requires onsite presence at the employee's assigned location for all scheduled shifts.

Disclaimer -

• Please note this job description is not intended to be construed as an exhaustive list of all functions, responsibilities, skills, and abilities. Additional functions and requirements may be assigned by supervisors as deemed appropriate. This document does not represent a contract of employment, and MSU Federal Credit Union reserves the right to change this position description and/or assign tasks for the employee to perform, as MSUFCU may deem appropriate.
• MSUFCU is an affirmative-action, equal-opportunity employer.
• To perform this job successfully, an individual must be able to perform each essential job duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential job functions.