Records Administrator

Records Administrator

Position Overview

Maintain, organize, and manage organizational records and data while ensuring compliance with legal and regulatory requirements. This role oversees record-keeping policies, document control processes, and efficient information retrieval across the organization.

Location

West Valley, NY

Required Qualifications

Education:

• Bachelor's degree in Business Administration, Records Management, Information Management, or equivalent professional experience

Experience:

• Minimum 6–8 years in records management, document control, or related field (depending on grade level)

Technical Skills:

• Proficiency with Microsoft 365 and records management software
• Strong understanding of federal regulations, compliance standards, and information governance

Core Competencies:

• Excellent organizational, analytical, and communication abilities
• Ability to manage multiple complex priorities simultaneously
• Strong judgment in interpreting policies and solving compliance issues

Preferred:

• Certificate in Records and Information Management

Key Responsibilities

• Develop and maintain records file plans and disposition schedules compliant with federal and regulatory requirements
• Lead records management projects and coordinate document control processes
• Train staff on records management systems, policies, and procedures
• Manage FOIA, Privacy Act, and specialized program records with strict confidentiality
• Prepare and track department contracts, requisitions, and deliverables
• Conduct assessments and audits; track corrective actions
• Oversee electronic document management systems and provide technical guidance
• Interface with internal and external stakeholders on records and compliance matters
• Ensure compliance with safety protocols and workplace standards
• Maintain and preserve high-value organizational records

Essential Functions

• Interpret and apply federal regulations, industry standards, and organizational policies
• Analyze how new or changing compliance requirements impact current processes
• Mentor and direct records team members
• Communicate complex procedures clearly to employees at all levels
• Recommend process improvements and efficiency enhancements
• Work under tight deadlines with multiple high-priority assignments
• Investigate issues and implement solutions independently

Work Requirements

• Regular in-person attendance required