Administrative - File Clerk I

Records Specialist

100 S California St Tower 1_B700, Burbank, CA 91505, USA (100% onsite)

4 months (Possibility for Extension)

The Records Specialist will play a key role in the company's transition from physical to electronic records management. This position is responsible for back-scanning and cataloging employee files, ensuring that all records are accurately digitized, organized, and maintained in compliance with company policies and legal requirements. The role will directly contribute to improving the accessibility, security, and efficiency of employee records management.

Your Role Accountabilities

• Review, organize, and section employee files according to company taxonomy and retention policies in preparation for back-scanning and digitization, including existing digital records across various storage systems.
• Use company-provided multifunctional scanning devices (MFDs) to digitize physical files and upload them into the electronic data management system, following company indexing and taxonomy guidelines.
• Review and manually upload any scanned or OCR-rejected records to ensure completeness of the electronic archive.
• Conduct regular audits of electronic and physical file stores to ensure accuracy, security, and proper indexing of records.
• Provide project tracking reports and analytics, including progress updates and timeframe monitoring.
• Verify the accuracy and completeness of digitized files, ensuring all relevant documents are included.
• Maintain the highest level of data integrity, confidentiality, and sensitivity when handling employee information.
• Collaborate with HR, Legal, and Compliance teams to ensure alignment with company policies and legal obligations.
• Support and train team members on back-scanning and cataloging best practices.

Qualifications & Experience

• Education:

• High school diploma or equivalent required.

• Associate's or Bachelor's degree in Information Management, Business Administration, or a related field preferred.

• Experience:

• Minimum 2 years of experience in records management, back scanning, document imaging, or a related administrative field.

• Skills & Knowledge:

• Proven ability to manage confidential and sensitive information responsibly.

• Solid understanding of records retention policies and legal requirements.

• Proficiency in records management software and scanning equipment operation.

• Exceptional attention to detail and organizational skills.

• Strong time management and ability to meet deadlines.

• Effective communication and interpersonal skills.

• Ability to work independently and collaboratively across departments.

Preferred Qualifications

• Experience with electronic document management systems (EDMS) or HRIS platforms.
• Familiarity with document indexing and metadata management.
• Knowledge of data privacy laws (e.g., GDPR, HIPAA) is an asset.