Temp Records & Information Assistant

Summary

We are seeking a meticulous and detail-oriented Temp Records Assistant to join our Digital Warehouse team. The primary responsibilities of this role include reviewing older paper records to prepare them for scanning (pull from shelves, organize and box], and then once scanned, uploading and tagging pdfs into our electronic records management system, with occasional scanning of hard copy records to pdf. 

The ideal candidate will possess excellent organizational skills, a strong attention to detail, and the physical ability to lift and move boxes of records weighing up to 40 lbs.

Knowledge of Microsoft Office Suite including Excel is required. Prior experience in utility industry or other regulated industries is preferred.

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Responsibilities

• Under minimal supervision, responsible for the lifecycle of physical and electronic records, and the supporting procedures to file them.
• Provide in-house expertise to specific departments or specific tasks determining appropriate systems and processes for efficient and effective storage, retrieval and disposition of records to meet legal, regulatory and operational needs.
• Create, analyze and or derive descriptions for content, context, and format of records and metadata.
• Maintain appropriate confidentiality in matters pertaining to all forms of records, including HIPAA and all other business affairs of the Authority
• Assist end users with instruction, orientation, in proper Authority records management policies procedures
• Make recommendations for organization, collection, archiving and coding standards.
• Advise and resolve end user issues by working with senior Content & Records Management staff members to correct or upgrade the collection
• Identify, analyze, propose and implement conversions and enhancements to existing systems and processes to foster continuous improvements.

Knowledge, Skills and Abilities

• Up-to-date knowledge of information storage and retrieval technologies such as electronic document management, imaging, scanning and media conversion, databases, intranet site design, etc.
• A strong understanding of records management principles, approaches and solutions and demonstrated application
• Working knowledge of keywords, metadata and other coding tools
• Demonstrated experience indexing, coding, and retrieving records, both hard copy and electronic
• In-depth knowledge of  Content Management systems; for the purpose of maintaining a unique collection of records
• An understanding of New York State, and Federal laws and regulations and how they impact the Utilities industry
• Working knowledge of specific business areas within NYPA
• Coordinate the storage and retrevial of records from offsite storage facilities. 
• Ability to work as part of a team, and to build effective professional relationships
• Make recommendations for retroactive scanning projects. Work with senior Team members to coordinate scanning projects.

Education, Experience and Certifications

• High school diploma, GED certificate required.
• May require certifications and licensures needed to meet Energy industry, federal, state, or local regulations.
• Minimum 4 years of experience or an equivalent combination of education and experience preferred.
   

Physical Requirements

• Up to 15% travel to NYPA’s locations. 
• Ability to lift boxes weighing 20 lbs, reach and bend to retrieve and return files on shelves.