Records Specialist

The QA Records Management Specialist is responsible for applying established policies and procedures to facilitate the management of physical records in a GxP environment. They will classify, code, process, store, retrieve, preserve, and destroy incoming and existing records as per the system set in place. They work closely with all levels of the organization, assisting with the management of information throughout the organization to ensure compliance with legal, regulatory, and operational requirements and standard operating procedures.
Responsibilities:

• Support the records management program to ensure that the maintenance, retrieval, inventory, retention, and destruction of all records is in accordance with retention policy.
• Organize and process incoming records and requests promptly and accurately.
• Ensure the correct and timely input of database entries. Verifies own and others work.
• Collaborate with customers to ensure the correct and timely implementation of customer requests.
• Coordinate and/or perform scanning activities to ensure projects are completed timely and accurately.
• Responsible for accurate filing and maintenance of controlled documents and records.
• Maintain an organized inventory, directory, or index of all records in the validated records management system.
• Advise on current industry best practices and professional trends.
• Promote the company’s objective to reduce the use/creation of physical hardcopy files.
• Conduct research and retrieve information and documents as requested.
• Prioritize & accomplish multiple tasks in a fast-paced, deadline driven and detail-oriented work environment.
• Collaborate with departments to determine and implement special records management/retention requirements.
• Keep abreast of basic requirements for compliance in own work area.
• May provide instruction or assistance to junior staff in a lead capacity.
• Notify manager of compliance questions and issues.
• Participate in training on issues affecting own area of work.
• Audit records or assist an Auditor in doing so
• Support maintenance of the secured archival room.
• Provide additional support and assistance on tasks and projects as directed by management.

Education & Experience:

• Minimum High School Diploma

and

• 3+ years of relevant experience in information governance, records management, data governance, knowledge management, or library work.

or

• 5+ years of relevant experience in the pharmaceutical or other regulated industry

Knowledge & Skills:

• Ability to analyze data and interpret information to improve the management of product records.
• Ability to apply and explain moderately complex policies and procedures related to the job assignment.
• Acquires knowledge or competencies quickly through experience, study or by being taught.
• Challenges assumptions, pushes boundaries and exhibits intrinsic motivation to explore new solutions.
• Effectively shares and synthesizes information with others; able to affect decisions and guide stakeholders. Tailors communication and influence style depending on need. Leverages networks to share information and guide outcomes.
• Creates or finds appropriate and effective solutions to problems; plans to implement solutions.
• Demonstrates both ambition and agility to work digitally and pursues digital opportunities for the business to meet organizational goals.
• Knowledge of techniques for providing a high level of customer service by effectively dealing with the organization.
• Ability to assist staff in records management procedures and the use of process software.
• Ability to establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.
• Ability to exercise discretion and maintain confidentiality of records and information.
• Supports the team by sharing and effectively facilitating the exchange of resources and knowledge to successfully execute shared responsibilities and goals.
• Ability to work well on teams as well as independently.
• Knowledge of Legal aspects of records retention and disposal.
• Demonstrates a high degree of attention to detail.

Job Type: Full-time

Pay: $30.00 - $40.00 per hour

Expected hours: 50 per week

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 10 hour shift

Ability to Relocate:

• Foster City, CA: Relocate before starting work (Required)

Work Location: In person