Records and Information Specialist

CWPO Engagement Requirements

Candidates are REQUIRED to be local to the Tri-State area and in W2 tax status as an hourly paid employee of Service Provider. Fully remote positions are prohibited. Hybrid schedules are permissible with a minimum of 3 days on-site depending on assignment and can be fully on-site depending on business needs. Remote work privileges can be revoked at any time. NYPA does not provide laptops. Instead, NYPA provides desktops and dedicated workstations which candidates will remote into from their personal equipment on virtual days. If candidate does not have proper equipment, internet connection, or he/she is deemed to not work effectively from home, the hybrid privilege will be revoked. Vendors must disclose foreign national status and all Visas at the time of candidate submission. Additionally, a Benefits Waiver and Ethics Disclosure will be required of the candidate during onboarding.

Project Overview

The Records Assistant role supports the Corporate Records team by reviewing, preparing, digitizing, and classifying hardcopy documents for inclusion in the organization's Records Management System. Work in accordance with NYPA's records and content management policies Under the supervision of Digital warehouse and the Law department, assist in the creation of a digital collection for archived hard copy law cases. Knowledge of litigation documents required.

Job Functions & Responsibilities

• Review hard-copy documents to determine whether they meet the criteria for official records.
• Classify and accurately name records using established naming conventions and filing guidelines.
• Prepare documents for scanning, including organizing, removing staples, and ensuring materials are in a scan-ready condition.
• Under general direction, responsible for electronic scanning of records, and the supporting processes. Includes scanning hardcopy records using standard imaging equipment and verify image quality.
• Upload scanned documents into the Records Management System with correct metadata.
• Maintain organization and tracking of documents throughout the preparation, scanning, and uploading process.
• Assist with basic quality control checks to ensure accuracy and completeness of digitized records.
• Understand specific Business area functions such as: Finance, Payroll, Law, Engineering and other Utility specific roles. Familiarity working with a Records Retention Schedule by associating documents with their Record Series Titles, retention periods, regulations, and RM File Numbers.
• Capture metadata and other valuable data to support records compliance.
• Maintain appropriate confidentiality in matters pertaining to all forms of records, including HIPPA, PII and all other business affairs.
• Proactively work to improve the searchability of the scanned record by understanding business area needs.

Skills

• Strong attention to detail and accuracy.
• Ability to follow established procedures and naming conventions.
• Basic computer skills and comfort working with digital files and databases.
• Ability to manage repetitive tasks while maintaining quality.
• Strong organizational skills and ability to meet deadlines.
• Prior experience with scanning, records management and content management principles, approaches and solutions and demonstrated application
• Demonstrated strong experience with state-of-the-art electronic filing and content management systems
• Ability to prioritize and manage a project from conception to completion, including working with end users to assure the final product meets their standards.
• Prior experience or knowledge of Content Server and SharePoint or other Content Management systems; preferred.
• Ability to lift up to 40 lbs.

Education & Certifications

• Bachelor's degree, in a related field is preferred.
• 3+ years' experience in Legal Records or information management.