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Records Manager - Boston, MA

Filed under GSLIS Jobs and Opportunities
Posted by GSLIS, May 08, 2008
View all posts for May 2008

ORGANIZATION: MBHP is a non-profit agency and is the largest regional provider of rental assistance in Massachusetts. We serve approximately 7,500 tenants and 4,000 property owners with rental assistance in 29 communities and the city of Boston.

MBHP’s mission is to ensure that the region’s low- and moderate-income individuals and families have choice and mobility in finding and retaining decent affordable housing; all of our programs and initiatives are designed to encourage housing stability, increased economic self-sufficiency, and the enhanced quality of the lives of those we serve. To achieve our mission and to promote efficient service delivery, we work collaboratively with a broad array of service providers and neighborhood-based organizations.

OVERVIEW: Structured records management is a requirement for maintaining smooth flowing operations at MBHP. It is the Records Manager’s responsibility to develop and maintain an efficient filing system which tracks, monitors, and maintains the Central Files. He/she coordinates the proper filing of documents into the existing file system, as indexed numerically or alphabetically. He/she issues copies of file documents as requested and responds to requests from tenants, landlords, and coworkers. He/she maintains the Master Form Catalog, orders printed forms, and provides a supply of forms for coworker use.

While the Records Manager is the sole party responsible for access to the files, it is the Records Manager’s responsibility to train the Program Representatives and entire MBHP staff in the fundamentals of MBHP’s filing system and interaction with the Records Manager. The Records Manager recognizes that customer service is critical to the success of any organization that deals with clients and therefore the critical function of this position is to support all staff members in their service delivery.

The Records Manager will develop and adhere to a schedule which consists of regular assessments of the lifetime of active records. When these records cease to be useful on a daily basis, the records schedule will indicate whether they can be destroyed, sampled or archived. The Records Manager will periodically cull non-current files, evaluate efficient work flow and use of storage space, and arrange for appropriate destruction or storage of documents.

REPORTS TO: Chief Operating Officer

RESPONSIBILITIES:
• Develop and maintain a records management system involving a Central File System which includes tenant files, client files, and inspection files;
• Support staff by providing client related information from files;
• Convert information into electronic storage formats as needed;
• Maintain computer record tracking system (database);
• Keeps track of files removed from Central Files to ensure that they are returned;
• Check files at regular intervals to make sure that all items are correctly sequenced and the proper file order is maintained;
• Implement changes to the filing system as MBHP’s needs change;
• Coordinate storage and retrieval of off-site files;
• Coordinate storage and supply of forms;
• Retain Master Forms Catalog;
• Operate computerized filing and retrieval and delivery systems;
• Maintain an archive for records no longer used conforming to all legal, institutional, and records management standards;
• Other duties as assigned, including, but not limited to, record keeping, filing, scanning, and special data entry duties.

Qualified Candidates may be responsible for phone support, including call routing to appropriate support groups, capturing call statistics, and a variety of other phone services.

Responsible for other duties as assigned, including but not limited to record keeping, filing, scanning and special data entry duties.

QUALIFICATIONS:
• College degree in archival and/or records management or 2 years related experience;
• Knowledge of office practices and procedures;
• Organized, neat, and methodical;
• Ability to operate standard office equipment such as computers, copy machines, etc;
• Experience with databases, reports, and phone systems required;
• Background in customer support desirable;
• Enthusiastic about the development and maintenance of agency records
• Excellent communication and customer service skills.

SALARY/BENEFITS
$38,000-$61,000 with excellent benefits.

TO APPLY:
Resume and cover letter to:
Human Resources
Metropolitan Boston Housing Partnership, Inc.
125 Lincoln Street, 5th Floor
Boston, MA 02111
HR@mbhp.org