Records Specialist Job Description [Updated for 2025]

In the era of information, the role of Records Specialists is more critical than ever.

As the volume of data grows, so does the demand for skilled individuals who can organize, manage, and protect our vital records and information.

But let’s delve deeper: What’s truly expected from a Records Specialist?

Whether you are:

• A job seeker trying to understand the core responsibilities of this role,
• A hiring manager drafting the perfect candidate profile,
• Or simply fascinated by the intricate world of records management,

You’re in the right place.

Today, we present a customizable Records Specialist job description template, designed for seamless posting on job boards or career sites.

Let’s dive right into it.

Records Specialist Duties and Responsibilities

Records Specialists are responsible for managing and overseeing an organization’s records, either in paper or electronic format.

They ensure all records are properly catalogued, stored, and easily accessible.

They also adhere to legal and company policies for record retention.

Records Specialists perform the following duties and responsibilities:

• Manage and maintain an organization’s records database
• Catalogue, classify, and track records
• Ensure all records are stored in a manner that facilitates easy retrieval
• Assist in the development and implementation of records management program for filing, protection, and retrieval of records, and assure compliance with the program
• Review records for retention or destruction
• Coordinate with IT staff for technical assistance with electronic records systems
• Prepare reports and provide information to staff and the public as required
• Ensure the organization is in compliance with all local, state, and federal laws, as well as company policies, regarding records
• Perform regular audits of the records database to ensure accuracy
• Train staff in records management and related procedures and policies

 

Records Specialist Job Description Template

Job Brief

We are seeking a meticulous and diligent Records Specialist to manage our organization’s records efficiently.

The responsibilities of the Records Specialist include storing, retrieving, and managing files, electronic and paper records, and other organizational documents.

The ideal candidate should have excellent organizational skills, attention to detail and should be familiar with our industry’s legal requirements.

The goal is to preserve the company’s records and manage data more effectively.

 

Responsibilities

• Creating and implementing records management systems.
• Storing, arranging, indexing, classifying, and disposing of records.
• Maintaining electronic and paper records.
• Ensuring the security of organization’s records.
• Assisting with internal and external audits by providing auditors with required records.
• Implementing new recordkeeping policies and classification systems.
• Performing regular backups to ensure data preservation.
• Complying with all legal requirements for records management.
• Assisting with the digitization of records and eliminating outdated records.

 

Qualifications

• Proven work experience as a Records Specialist or similar role.
• Knowledge of records management and storage procedures.
• Experience with database administration and document management systems.
• Good understanding of recordkeeping and filing methods.
• Proficiency in MS Office and other relevant software.
• Attention to detail and problem-solving skills.
• Excellent organizational and time management skills.
• A degree in Library Sciences, Business Administration or relevant field.

 

Benefits

• 401(k)
• Health insurance
• Dental insurance
• Retirement plan
• Paid time off
• Training and development opportunities

 

Additional Information

• Job Title: Records Specialist
• Work Environment: Office setting. Minimal travel may be required for training or meetings.
• Reporting Structure: Reports to the Records Manager or Information Services Manager.
• Salary: Salary is based upon candidate experience and qualifications, as well as market and business considerations.
• Pay Range: $45,000 minimum to $65,000 maximum
• Location: [City, State] (specify the location or indicate if remote)
• Employment Type: Full-time
• Equal Opportunity Statement: We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.
• Application Instructions: Please submit your resume and a cover letter outlining your qualifications and experience to [email address or application portal].

 

What Does a Records Specialist Do?

Records Specialists are professionals who manage and maintain a company’s records in an organized and efficient manner.

These records can range from employee files, legal documents, financial reports, to customer databases.

Their primary role is to establish and implement a records management system that ensures easy retrieval of information when needed.

This includes creating, categorizing, storing, and disposing of records according to the organization’s policies and legal requirements.

Records Specialists are also responsible for preserving the confidentiality and integrity of the records.

They implement security measures to protect sensitive information from unauthorized access, loss, or damage.

They often use digital systems and software for records management.

They ensure data is backed up regularly and systems are updated as needed.

Additionally, they may handle requests for information from within the company or from external entities like auditors or legal teams.

This entails locating and retrieving the requested records in a timely manner.

In some cases, Records Specialists may also be required to train staff on record keeping procedures and policies, ensuring everyone understands their part in maintaining accurate and secure records.

 

Records Specialist Qualifications and Skills

A competent Records Specialist should exhibit the following qualifications and skills, including:

• Organizational skills to manage and maintain large volumes of records in a systematic and efficient manner.
• Attention to detail to ensure accuracy and completeness of records, and to spot any discrepancies or inconsistencies in data.
• Technical skills to use database systems and other record management software effectively, and to adapt to new technologies quickly.
• Communication skills to interact with different departments, answer queries, and provide requested records or information in a timely and professional manner.
• Understanding and knowledge of relevant legislation and regulations pertaining to record keeping and data privacy, ensuring compliance at all times.
• Problem-solving skills to address any issues related to record management, such as missing or damaged records.
• Ability to handle confidentiality and sensitive information with discretion.
• Time management skills to manage multiple tasks and projects simultaneously while meeting deadlines.

 

Records Specialist Experience Requirements

Entry-level Records Specialists typically require a minimum of 1-2 years of experience, which can often be acquired through internships or part-time roles in records management or related fields.

This experience provides a foundational understanding of record keeping, data entry, and basic office procedures.

Candidates with 3-5 years of experience as a Records Specialist often have developed their technical skills and knowledge in managing records, databases, and information systems.

This experience could include responsibilities such as managing electronic and physical records, developing record retention schedules, ensuring compliance with privacy regulations, and training staff in recordkeeping practices.

Records Specialists with more than 5 years of experience typically have a comprehensive knowledge of records management and may have taken on more strategic roles such as developing records management policies, planning for disaster recovery, and assessing risks associated with records management.

They may also have leadership experience and could be ready for a managerial or team lead position within a records management department.

 

Records Specialist Education and Training Requirements

Records Specialists typically require a high school diploma or equivalent, though many employers prefer candidates with a bachelor’s degree in fields such as information management, business administration, or a related field.

They must have a strong understanding of record management principles and practices, including filing systems, record retention schedules, and proper handling of confidential documents.

Many employers prefer Records Specialists who have experience with specific records management software, and understanding of data protection and privacy laws.

Certain roles may require Records Specialists to have certifications from professional organizations, such as the Institute of Certified Records Managers (ICRM) or the American Records Management Association (ARMA).

These certification programs often require a combination of education, experience, and passing an examination.

Continuing education is also important for Records Specialists, as they must stay up-to-date with changes in records management practices and technologies, as well as changes in applicable laws and regulations.

Training in areas such as cybersecurity can also be beneficial.

 

Records Specialist Salary Expectations

A Records Specialist earns an average salary of $40,820 (USD) per year.

The actual earnings can fluctuate based on the individual’s level of experience, the specific industry, and the geographical location.

 

Records Specialist Job Description FAQs

What skills does a Records Specialist need?

A Records Specialist should have excellent organizational skills to categorize and store documents efficiently.

Attention to detail is crucial to prevent errors during data entry or document classification.

Moreover, they should be proficient in using computers and databases, as well as knowledge of electronic records management systems.

Good communication skills are also essential for coordinating with other departments and understanding their records management needs.

 

Do Records Specialists need a degree?

While some positions may require a bachelor’s degree in library science or a related field, many Records Specialist roles only require a high school diploma or equivalent with relevant experience.

However, certification in records management can enhance job prospects and demonstrate a professional commitment to the field.

 

What should you look for in a Records Specialist resume?

Check for a background in records management or related fields.

Experience with specific systems or databases your organization uses is also beneficial.

Evidence of strong organizational skills, attention to detail, and proficiency in managing both electronic and physical records should be present.

Additionally, any certifications in records management can be a bonus.

 

What qualities make a good Records Specialist?

A good Records Specialist is detail-oriented and organized, with a strong understanding of record-keeping and management principles.

They must have the ability to handle multiple tasks and meet deadlines.

Excellent problem-solving skills to handle any issues related to record categorization or storage are also important.

Lastly, they should maintain confidentiality and show a high degree of integrity, as they often deal with sensitive information.

 

How important is confidentiality in a Records Specialist’s role?

Confidentiality is crucial in a Records Specialist’s role.

They often handle sensitive and confidential information related to the organization or its employees.

It’s their responsibility to ensure that this information is securely stored and only accessible to authorized individuals.

Breaches of confidentiality can lead to legal issues and damage the organization’s reputation.

 

Conclusion

And there you have it.

Today, we’ve taken a deep dive into the world of a records specialist.

Guess what?

It’s not just about filing documents.

It’s about safeguarding information and shaping the future, one record at a time.

With our handy records specialist job description template and real-world examples, you’re all set to embark on a new journey.

But why limit yourself?

Explore further with our job description generator. It’s your next step to creating detailed job listings or refining your resume to perfection.

Remember:

Every document is a piece of the larger puzzle.

Let’s shape that future. Together.

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