What are the responsibilities and job description for the Records Retention Specialist position at Cook Systems?
COOK SYSTEMS has an immediate need for a Records Retention Specialist for a contract Onsite role in downtown Memphis.
The Records Retention Specialist will support the department in maintaining, organizing, scanning, cataloging, and safeguarding the organization's physical and electronic records. Duties include high volume data entry, scanning, document review, compliance support, and customer service interactions with internal departments.
Required Skills and Competencies:
Compliance & Confidentiality:
Understanding of compliance standards and retention requirements.
Strict adherence to confidentiality and secure handling of sensitive information.
Ability to follow record governance policies, procedures, and audit guidelines.
Technical Skills:
Proficiency in Microsoft Excel, Word, PowerPoint, Adobe Acrobat, and general Microsoft operating systems.
Ability to learn and operate departmental equipment, including scanners, printers, multifunction copiers, and a plotter.
Basic troubleshooting skills for office equipment (paper jams, clearing scan errors, etc.).
Typing proficiency and accurate data entry skills.
Ability to navigate electronic record systems or learn platforms such as ApplicationXtender and workflow tools.
Administrative & Record Handling Skills:
Strong attention to detail and accuracy in reviewing, indexing, and processing documents.
Ability to lift, move, and transport boxes weighing up to 75 lbs. or less.
Ability to sit for extended periods during scanning, document prep, and data entry.
Ability to stand for extended periods on some days (e.g., boxing, organizing file rooms).
Must be prepared to walk approximately 2 hours weekly while accessing storage areas or transporting documents.
Capability to work with large volumes of physical file boxes (boxing, labeling, staging, shelving).
Professionalism & Soft Skills:
Strong customer service orientation (internal and external).
Good written, oral, and interpersonal communication skills.
Ability to present ideas in business friendly and user friendly language.
Highly self-motivated and able to work with minimal supervision.
Keen attention to detail and accuracy.
Team oriented and comfortable working in a collaborative environment.
Positive attitude and willingness to learn evolving records management technologies.
Additional Recommended Qualifications (Added for Department Needs):
Familiarity with record management concepts (retention schedules, indexing, archives).
Ability to follow chain of custody procedures for sensitive documents.
Experience working with confidential HR or legal documents is a plus.
Strong organizational skills for managing multiple boxes, logs, and tracking sheets.
Ability to adapt to fast paced workflow changes (especially during audits, legal requests, or scanning initiatives).
Educational Requirements:
High school diploma or equivalent, with an associate degree preferred
Working Environment:
The candidate will primarily work in an office setting under good conditions, with occasional assignments in storage, file, or scanning rooms.