Job Description

Job Description

Job Description

Location: Seville

Manager: Mary Weakland

Hybrid Position

Records Manager Job Summary

The Records Manager is responsible for the oversight, design and success of the Records Management program. This includes daily operations, as well as the consistent and overall performance of Records Management to meet business objectives and regulatory requirements. Ensures customer service excellence. Gathers, organizes, and analyzes system performance data and results to identify and report system performance, trends, and opportunities.

Essential Functions (primary functions and/or reasons the job exists in order of importance)

1. Responsible for the daily operations and the consistent and overall performance of Records Management to meet business objectives. Manages security and protection of bank information assets; both physical and electronic. Manages retention and disposition in compliance with Records Management Policy, legal and regulatory requirements, and business needs.
2. Manages the system administration of the Bank’s document management system including but not limited to management of document types, barcodes, retention schedules, barcoding of internal documents, and designing, building, implementing and maintaining workflows for document processing tasks.
3. Ensures customer service excellence with both internal and external business partners. Works directly with business units and leaders to ensure timely and accurate imaging of records. Ensures data is available in a complete, accurate, and timely manner through use of data quality monitoring methods.
4. Serves as a liaison to collaborate with internal/external business partners seeking and/or providing assistance and/or input as needed to support business objectives. May serve as a Subject Matter Expert (SME) on cross-functional teams with internal business partners for Bank initiatives.
5. Gathers, organizes, and analyzes system performance data and results to identify and report system performance, trends, and opportunities. Creates reports, communicates results, and makes recommendations for improvements.
6. Develops processes and guidelines to continually seek opportunities to improve department performance. Monitors daily work flows, processes, and feedback from business partners to identify potential improvement opportunities. Documents, tests, and validates new processes and procedures within the department.
7. Stays abreast of industry changes, advances in technology, regulatory compliance and organizational needs to communicate, develop, and incorporate best practices. Shares new information, best practices, and processes.
8. Manages the off-site storage vendor by tracking, reporting, retention and disposition of off-site storage records in compliance with Records Management Policy, legal and regulatory requirements and business needs.
9. Develop and provide training and training materials related to document management principles, processes, and functions.
10. Provide assistance to ensure onboarding personnel and records users understand key concepts and requirements.
11. Provide assistance to departing personnel and their leaders with records management and disposition requirements.
12. Assists leader(s) with business planning, processes, and guidelines. Also, assists leader(s) with identification of risk and mitigation strategies related to document management processes.
13. Maintains awareness, understanding, and compliance with the Bank's internal policies and procedures, laws, and regulations appropriate for this position.
14. Provides assistance in response to regulatory and internal/external audit requests.
15. In the performance of respective tasks and duties, the employee is expected to gain and maintain knowledge of and ensure compliance with Bank Secrecy Act regulations and all other regulatory, security and bank policies. This includes but is not limited to the reporting of potential suspicious activity.
16. Travels occasionally in order to participate in special assignments, training, and/or travel between office locations.

Desired Qualifications/Experience/Certification/Education (in order of importance)

1. 3+ years of experience in bank records management.
2. Organizational, analytical, tracking, and monitoring skills.
3. Ability to collect and analyze data, identify trends, establish facts, and recommend solutions.
4. Excellent oral, written, and interpersonal communication skills resulting in the ability to interact with all levels of management and employee population.
5. Proficiency in the use of various core systems, office and computer equipment, and software packages.
6. Focus and commitment to customer service.
7. Knowledge of the banking, financial services, or related industry.
8. Bachelor’s Degree in Business Administration, Records Management, Information Management, Information Technology or related field OR commensurate experience.
9. Valid driver’s license and a driving record that conforms to company standards.

Physical Requirements (specific to the role)

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.

• Ability to work effectively in an office/records management facility environment for 40+ hours per week (including sitting, standing and working on a computer for extended periods of time).
• Ability to physically move files/boxes and lift a maximum of 50-60 lbs on a regular basis.
• Ability to physically and accurately file.
• Ability to bend, reach and pull files and boxes.
• Ability to communicate effectively in a collaborative work environment utilizing various technologies such as: telephone, computer, web, voice, teleconferencing, e-mail, etc.
• Ability to travel, as required.

This job description describes the general nature and level of work performed in this role. It is not intended to be an exhaustive list of all duties, skills, responsibilities, knowledge, etc. These may be subject to change and additional functions may be assigned as needed by management.

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