Job Details

SESLOC is recruiting to fill a Records Specialist to maintain, secure, and care for all SESLOC physical and electronic records. The successful candidate will ensure that all records are organized and available for all business purposes. They will ensure that all records are properly preserved and disposed of according to record retention guidelines. Fulfill and deliver record requests resulting from branch and member facing personnel and through legal processes.

Specific Duties include:

• Work with Risk Management and managers in all departments to maintain a central inventory of all types of records throughout the Credit Union, including how and where records of each type are stored, and how they are destroyed. Maintain the Credit Union's centralized storage system for physical records, both on-site and off-site.

• Fulfill research requests as needed, utilizing the Credit Union's document archive solution workflow and secure portal delivery system. Develop and maintain written procedures for both front and back-office staff. Work with Operations and the document archive solution Administrator to continually look for process efficiencies in requesting records research.

• Respond to legal process (subpoenas, summonses, search warrants, etc.) within strict, legally mandated deadlines, including but not limited to: validating the order, coordinating with management, gathering the appropriate information and documents, drafting the responses, obtaining signatures from the appropriate management officials, and sending the information to the requesting authority. Maintain and update as needed, legal order procedures for both branch and back-office processes.

• Fulfill research requests related to the District Attorney's Bad Check Program.

• Develop and maintain written procedures for both front and back-office staff regarding the record retention and storage process. Update as applicable with Risk Management direction, audit/exam recommendations or findings and changes in regulations/laws.

• Closely monitor storage capacity, to ensure adequate space for current and projected records storage needs. At least yearly, prepare physical records for offsite storage retention and destruction, including storage vendor retention and destruction request orders.

• Scan paper documents into the Credit Union's document archive solution. Scan and file according to department procedures. Accurately index documents to ensure future and ensure all information is accurately indexed. Continually identify opportunities to automate or minimize transmission and manual scanning of paper documents.

• Develop and maintain written procedures for both front and back-office staff for processing records using the Credit Union's document archive solution, including processing, scanning, and other maintenance. Participate in planning and recommend changes for workflow enhancements between systems and departments to promote efficiency and member experience.

• Administer SESLOC's centralized Notary Public registration and maintenance program, including updating program procedures as needed, for both branch and back-office processes.

Education/Experience: High School Diploma or GED required. One to two years of similar or related experience, including time spent in preparatory positions. Financial Institution or Credit Union experience preferred.

SESLOC has a collegial work environment with a keen focus on training and development. In addition, we offer competitive compensation and excellent benefits including fully paid employee health, dental and vision; vacation, sick, holiday time off; and a 401k with generous employer match.

EOE

As part of the recruitment process, SESLOC may run a bond check, credit check and criminal history check as part of the recruitment process. If SESLOC runs these reports, we will obtain your authorization first.