DOWC Hiring for Records Administrative Assistant Job at Parsippany, NJ Full Time

Growing family of companies has an immediate opening for a records administrative assistant in our Northern New Jersey office. The ideal candidate for this position has strong administrative, technical, and organizational skills, and the ability to adapt in a dynamic environment. If you are an analytical thinker who is technologically savvy, a team player, and a self-starter with critical thinking skills looking for the next step in your career, then this position is for you!

We are looking for a competent professional that can work independently, maintain a positive attitude, and who is solutions-oriented. The ideal candidate must be highly organized to improve workflow, controls, accountability, and manage the various duties described below:

Performs diversified technical, clerical and, administrative support functions related to electronic record and SharePoint and reporting site creation, retention, retrieval, and storage. Serves as a key point of communication for clients and internal teams. Responds to all records requests and processing for clients in a timely manner to facilitate workflow and scheduling for department staff. Communicates with and trains clients on records and access to same.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Sets up new client SharePoint sites and ensures client access to other reporting tools, and trains clients on access.

Consistently follows up with clients to ensure access to and use of sites and other reporting.

Obtains, sorts, and classifies information according to guidelines such as content, purpose, user criteria, or chronological, alphabetical or numerical order.

Adds new material to file records, ensures other team members update required records, and/or creates new files as necessary.

Finds and retrieves information from files in response to requests from authorized users.

Keeps records of materials filed or removed or modified.

Uses appropriate technology to image and index documents for storage and review.

Verifies quality and accuracy of data with analytical teams.

Performs general file maintenance including moving items to archives per established guidelines or requirements.

Maintains inventory of onsite and offsite records in compliance with business requirements.

Acts as lead on document management responsibilities pertaining to high-profile clients.

Assists manager or takes lead in documenting and maintaining departmental procedures. May assists users of imaging or document storage platforms.

Assists manager or takes lead in efforts to analyze and streamline processes related to document creating, use, storage and retrieval. Assists with systems upgrades.

Performs other duties as assigned.

EDUCATION and EXPERIENCE

Bachelors degree preferred.

High school diploma or general education degree (GED) required.

Minimum of 3 years file or records administration experience required.

Strong technology skills required. Familiarity with SharePoint and PowerBi highly preferred.

Basic knowledge of computer software and hardware (i.e. Microsoft Office Suite Products). Familiar with a variety of file types such as TIFF, JPEG, PDF, MS Word and Excel.

Ability to work in multiple software platforms and learn and retain technical software applications quickly.

Formal training or education in business or records administration preferred.

Ability to comprehend and interpret instructions, short correspondence, and memos and ask clarifying questions to ensure understanding. Ability to write routine reports and correspondence. Ability to respond to common inquiries or complaints from clients, co-workers, and/or supervisor. Ability to effectively present information to an internal department and/or large groups of employees.

Requires basic knowledge of financial terms and principles. Ability to calculate simple figures such as percentages.

Ability to understand and carry out general instructions in standard situations. Ability to solve problems in standard situations. Requires basic analytical skills.

May need to be physically able to lift 30 pound boxes.

Job Type: Full-time

Benefits:

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

Schedule:

• 8 hour shift

Ability to commute/relocate:

• Parsippany, NJ 07054: Reliably commute or planning to relocate before starting work (Required)

Education:

• Bachelor’s (Preferred)

Work Location: One location