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Archive Records Coordinator - NEW!

Overview

Requisition Number:

7830

Date Posted:

5/29/2025

Location:

Pecora Center

Address:

139 Cornell Street

City:

Kingston

Category:

Administrative and Support

Description

The Arc Mid-Hudson, one of the Hudson Valley's largest employers, is seeking an Archive Records Coordinator to join our Records Management team in Kingston.

The ideal candidate will create, organize, update and maintain new and existing digital and paper records and archives in our filing management system for multiple agency programs. This position will work closely with many Agency departments and requires careful attention to detail.

Responsibilities include, but are not limited to, the following:

+ Ensure all records are appropriately recorded and stored based on program, subject matter for ease of accessibility and age for records retention. Retrieve information, when requested.

+ Assist in establishing and implementing policies and procedures regarding both electronic and hard document storage, sharing, transmission, and destruction.

+ Ongoing management of document systems and procedures to determine effectiveness and efficiency; identifies and recommends improvements.

+ Prepare physical documents for digitization, scanning and uploading to create digital copies when there is the ability to do so based on each programs need. Ensure full digital document has been accurately and fully scanned and uploaded before destroying paper copies.

+ Create reports of records and provide to Executive Management and Program leadership as requested.

+ Conduct routine verification to ensure accuracy and integrity of digital and paper filing system.

+ Manage secure disposal of obsolete records.

+ Develop and provide training and guidance to staff on records management best practices.

+ Remain up-to-date and follow federal and state regulations and agency’s policies related to filing and archiving systems and destruction of records based on each programs’ requirements.

+ Maintain a high level of confidentiality and discretion when communicating with staff and releasing documents/files. Releasing files or documents based on external requests must be approved by each program.

This position must be willing and able to travel independently to multiple agency locations based on day-to-day need/requirement.

HOURS: 40/Monday through Friday/8:00 am to 4:00 pm (must be flexible)

SALARY: $ 27.14 to $ 31.62 per hour

Minimum Requirements

+ Associate’s Degree in related field required; Bachelor’s in related field preferred but not required.

+ In addition to the educational requirement above;

+ Five years working experience in records management or equivalent.

+ Prior experience in database management with a strong background in file management, change management, physical and digital record-keeping, managing correspondence required.

+ Prior experience working with NYS Office for People with Developmental Disabilities (OPWDD) and NYS Education agencies and/or in the developmental disability service sector preferred.

+ Must have strong data entry skills with attention to detail and organization.

+ Excellent interpersonal and communication skills required.

+ Strong working knowledge of computers including but not limited to, Microsoft Office and Adobe software.

+ Prior experience with Electronic Health Record Systems preferred.

+ Demonstrated knowledge of computer software regulatory compliance standards preferred.

+ Critical thinking skills required.

+ Must have strong writing & proofreading skills and strong attention to detail required.

+ Must exhibit excellent organizational skills and ability to manage multiple tasks simultaneously.

+ Ability to work independently and within a team environment.

+ Must have the ability to maintain confidentiality and discretion.

+ Must have acceptable driver’s license that meets acceptable standards of the agency’s automobile insurance company.