File & Records Support Specialist

Position Overview

We are seeking a detail-oriented and highly organized File & Records Support Specialist to assist with physical and digital records management, file organization, document retention, and data tracking.

This position will primarily involve locating, organizing, documenting, boxing, and preparing account files for retention or destruction in accordance with established records management procedures.

The ideal candidate will be comfortable performing repetitive, detail-focused tasks, working with physical filing systems, and accurately maintaining tracking information in Microsoft Excel.

Position Details

• Job Title: File & Records Support Specialist

• Work Arrangement: 100% Onsite

• Schedule: Monday – Friday, 5 days per week

Key Responsibilities

File & Records Management

• Search for and retrieve physical files from shelving based on closed-account filing lists.

• Review and organize closed account files according to established retention requirements.

• Identify and shred files that have exceeded their required closed-account retention period.

• Package closed account files that must be retained into boxes organized by the year the accounts were closed.

• Ensure files are accurately sorted, categorized, and stored.

File Organization & Documentation

• Label storage boxes with required information, including:

  • Account numbers

  • Account closure dates

  • Scheduled destruction dates

• Maintain accurate records of boxed files and corresponding labels using Microsoft Excel spreadsheets.

• Organize and track files to ensure proper documentation and retrieval.

• Verify file information for accuracy and completeness.

• Follow established procedures for document retention and records organization.

Physical File Reorganization

• Remove all files from shelving unit 2 to allow facilities maintenance to be completed.

• Condense and reorganize remaining open-account files on shelving units.

• Arrange open-account files in numerical order by account number.

• Maintain an orderly and accessible filing system.

• Assist with reorganizing storage areas to improve efficiency and accessibility.

Offsite Records Retention

• Prepare file boxes for shipment to offsite records retention facilities, as needed.

• Follow established offsite storage instructions and packaging requirements.

• Use designated materials to properly package and label file boxes.

• Ensure files are accurately documented and prepared for transfer.

Required Qualifications

• Experience working with physical filing systems, document organization, or records management.

• Familiarity with digital filing systems and electronic recordkeeping.

• Basic proficiency with Microsoft Excel, including entering, organizing, and maintaining spreadsheet data.

• Strong organizational skills and attention to detail.

• Ability to accurately sort and organize files by account number and closure date.

• Ability to follow established records retention and document handling procedures.

• Comfortable performing repetitive, detail-oriented tasks for extended periods.

• Ability to work independently and maintain productivity with minimal supervision.

• Strong time management skills and ability to complete assigned tasks efficiently.

• Ability to lift and move file boxes weighing approximately 10–15 pounds.

• Willingness and ability to work onsite five days per week.

Preferred Qualifications

• Previous experience in records management, document control, administrative support, or filing.

• Experience maintaining physical and electronic records in an office environment.

• Familiarity with document retention, archiving, and secure document destruction procedures.

• Previous experience working in banking, financial services, or other document-intensive environments.

• Experience tracking files, inventory, or records using Microsoft Excel.

Key Skills & Competencies

• Physical and Digital Filing

• Records Management

• Document Retention & Archiving

• Microsoft Excel

• Data Entry & Spreadsheet Tracking

• File Organization & Labeling

• Document Shredding & Disposal

• Records Inventory Management

• Attention to Detail

• Organization & Time Management

• Independent Work & Task Completion

• Accuracy & Quality Control

Required Candidate Prescreening Questions

Important: The following questions must be answered by each candidate and included with their resume at the time of submission.

1. What experience do you have with physical and digital filing systems?

2. Are you comfortable using Microsoft Excel spreadsheets? Please describe your experience.

3. Are you able to lift and move file boxes weighing approximately 10–15 pounds?

4. How do you keep yourself focused and motivated when performing repetitive tasks?

5. How would you describe your organizational skills? This position requires pulling files from shelves, organizing them into boxes by account closure year, labeling the boxes, and accurately logging the information in a spreadsheet. Are you comfortable performing these responsibilities?