Records Management Specialist (5145)

OVERALL DESCRIPTION

Performs complex analytical tasks related to all aspects of SEPTA’s Records and Information Management Program that ensure compliance with federal, state, and internal records management requirements. Provides active records and information management guidance to all departments under the direction of the Manager, Records and Information, including coordinating offsite storage transactions of deliveries, pickups, and dispositions, and realizing the addition of new records series to the Records Retention Schedule. Provides legal discovery support to inside and outside counsel. Trains staff in best practices and assists in the continual improvement of SEPTA’s Records and Information Management Program. Assesses collections for archival value.

SPECIFIC RESPONSIBILITIES

1. Coordinates format-neutral records and information management services to in-house customers at multiple levels of management.

2. Assesses and makes recommendations for improvements to departmental-level file plans, storage and organization methods, and equipment and space usage of data, information, and records in physical and electronic formats.

3. Reports on, updates, and maintains records and information management systems across the organization.

4. Assists in the development of corporate governance policies and procedures for current and new technological initiatives.

5. Provides records and information management procedures training to SEPTA staff in formal and informal settings.

6. Performs and/or oversees the data entry of departments’ records inventory information into enterpriselevel applications to ensure accuracy and compliance with SEPTA’s Records Retention Schedule.

7. Applies the Records Retention Schedule to inactive records and creates Destruction Authorizations for review and approval.

8. Analyzes the classifications and retention values of SEPTA records that require addition to the Records Retention Schedule. Conducts necessary legal research to support SEPTA’s defensible disposition and ensures its compliance with federal or state record keeping regulations.

9. Assists users with records conversion projects, e.g., creating digital images from physical formats, to improve accessibility or to promote disaster recovery initiatives.

10. Provides legal discovery assistance to in-house and outside counsel.

11. Maintains knowledge of current industry trends and new methods related to records management, information governance, and enterprise content management.

12. Assesses collections for archival value; processes collections; creates metadata and finding aids; provides research assistance, as requested.

13. Travels within the SEPTA System to ensure Records and Information Management Program compliance.

14. Complies with all Authority and departmental safety and security policies and procedures as well as all applicable job safety responsibilities. Reports any safety concerns, compromises or hazards affecting operations, the public, self and/or other employees. Responsible for personal safety and is encouraged to promote the safety of others.

15. Performs other duties as assigned or required.

QUALIFICATIONS AND EXPERIENCE

• Bachelor’s Degree required with preferred course content that includes library science with a records management or archives focus, project management, and/or information technology.
• Minimum of three (3) years’ experience working with large volume records management systems required. This experience should include exposure to creating records inventories, managing electronically formatted records and information, and identifying information lifecycles through business process analysis and research.
• Ability to set task priorities, plan and manage projects, and meet deadlines required.
• Excellent interpersonal, problem-solving, verbal and written communication skills required.
• Must be organized and detail-oriented with the ability to multi-task.
• Must possess excellent computer skills with experience using Microsoft Office suite, particularly SharePoint, Teams, and Purview.
• Must be able to frequently lift and move records boxes up to 40 pounds.