Records Specialist

The Records Specialist is responsible for organizing, maintaining, securing, and retrieving organizational records in compliance with internal policies and applicable regulations. This role ensures accurate documentation, proper data classification, retention compliance, and efficient record-keeping processes across departments. The Records Specialist plays a key role in maintaining data integrity, confidentiality, and operational efficiency in a fully remote environment.

This position is strictly limited to candidates who currently reside in the United States and are legally authorized to work in the U.S. Applications from individuals residing outside the United States will be rejected.

Key Responsibilities

• Manage physical and digital records in accordance with retention policies

• Organize, classify, index, and archive documents systematically

• Maintain accurate record inventories and tracking systems

• Ensure compliance with data privacy and regulatory requirements

• Support internal and external audits related to records management

• Process document requests and retrievals in a timely manner

• Identify and implement improvements to records management workflows

• Collaborate with legal, compliance, and operations teams

• Maintain confidentiality and secure handling of sensitive information

• Assist in developing and updating records management procedures

Required Qualifications

• Associates or Bachelors degree in Business Administration, Information Management, Library Science, or related field (or equivalent experience)

• 2–4 years of experience in records management, administrative support, or compliance-related roles

• Strong organizational and documentation skills

• Familiarity with document management systems (DMS)

• Knowledge of records retention best practices

• High attention to detail and accuracy

• Proficiency with Microsoft Office Suite and digital file systems

• Ability to work independently in a remote environment

Preferred Qualifications

• Experience with electronic records management systems (ERMS)

• Familiarity with compliance frameworks and data privacy standards

• Knowledge of industry regulations related to records handling (e.g., healthcare, finance, legal)

• Experience supporting audit processes

• Certification in Records Management (e.g., CRM designation)

Compensation

• Annual Salary Range: $55,000 – $75,000 USD, based on experience, technical skills.

Benefits

• Comprehensive medical, dental, and vision insurance

• 401(k) retirement plan with employer matching

• Paid time off, paid holidays, and sick leave

• Life, short-term, and long-term disability insurance

• Flexible remote work arrangement

• Professional development and certification support

• Employee wellness and assistance programs

Work Authorization & Residency Requirement

• Must be legally authorized to work in the United States

• Must currently reside within the United States

• Applications from candidates outside the U.S. will not be considered