Title: Records Specialist
Location: Medford, MA
Duration: 12 months

Position Summary:  
 Reporting to the Manager of Admin and Accounting, the Records Specialist is responsible for creating, maintaining and enhancing permit records in the Blue Sky Outsourcing department.  The Records Specialist is expected to model client core values by mirroring one’s words with action – fostering diversity and inclusion, valuing and respecting differences, demonstrating and inspiring high ethical standards and actions, showing greater concern for the well-being of others over self, honoring commitments and promises, and acting decisively.

Responsibilities:
This job description indicates the general level and nature of work expected of the incumbent. It is not a comprehensive list of specific duties or activities associated with the position.  The incumbent may be asked to perform other duties as assigned.  

• Under the supervision of the Manager of Admin and Accounting, the Records Specialist will support the outsourcing team (1) print and organize filings that need to be sent to the state; (2) send UPS packages out daily in coordination with the mailroom; (3) match paper or emails to retained back up to create client records; and (4) scan records, rename them and store them in the LNRS Network.
• Learn how to use Blue Sky Solution to support the operation.
• On a daily basis working as a team, assist adding filings to print batches, assist with printing batched filings, and assist matching checks to filings.
• Identify the daily paper filings that need to be mailed and working with the mail room, organize, review and prepare mail packages, retaining back up required for pending folders.
• Upon receiving state responses, match state response to stored back up.
• Scan original content or extract content from emails and organize all new content in the same folder structure on the LNRS Network.
• Maintain accurate digital records as directed by Management in an organized manner that makes retrieval of records efficient, including using consistent naming conventions that are clear to understand.
• Organize, sort and file paper permit records into paper folders.
• Opening, sorting, date-stamping all incoming mail (correspondence from the states).
• Work with Compliance Specialists to retrieve permits electronically off of state databases, if needed

 
Requirements:  

Education and Experience:

• Associates Degree in Business or Diploma/Certificate from Secretarial School, or comparable business experience.
• Entry Level: 0-2 years of experience.
• A team player with outstanding interpersonal skills and strong communication skills.
• Strong organizational skills with great attention to detail and a significantly high “I care quotient”.

 
Skills/Competencies:

•  Computer literate, with a strong aptitude in the Microsoft Office Suite, specifically with Word, Excel, Outlook, SharePoint and Teams.   
• Organizational skills; verbal and written communication skills; attention to detail; able to manage competing priorities and to handle tight deadlines.  
• Makes good decisions based on a mixture of analysis, wisdom, experience, and judgment.  Quickly grasps the complexities of problems and uses sound analyses to identify solutions, foresee obstacles, and recognize opportunities for the organization. 
• Encourages alternative approaches and new ideas; provides analysis and solutions to complex problems to others, as requested; brings a strategic perspective to challenging situations, makes decisions based on the organization’s goals; identifies patterns and trends in complex data and uses those patterns to outline a path forward.  
• Results driven by doing everything possible to contribute to strategic goals, persisting in the face of obstacles, maintaining and communicating a clear vision of the desired results, holding oneself and others accountable for achieving results, leading or championing efforts to increase productivity and goal accomplishment throughout the organization.  
• Team orientation, customer focus, flexibility and adaptability, integrity and trust, organizational skills, attention to detail, good follow-through, understanding and appreciation of regulatory functions and issues.  
• Actively develops strong supportive and collaborative working relationships with others across all career levels, functions, cultural and organizational boundaries to achieve objectives.
• Gains the trust and respect of others by encouraging and enabling cooperation, resolving/addressing conflicts that effect performance, building and cultivating diverse teams, and actively seeks opportunities to work with others across the organization.

 
 
At SPECTRAFORCE, we are committed to maintaining a workplace that ensures fair compensation and wage transparency in adherence with all applicable state and local laws. This position’s starting pay is: $ 21.33/hr.