About Company
Seeking a pivotal role where precision meets purpose? Career.zycto connects dedicated professionals with impactful opportunities in the public sector. We understand the vital importance of accurate and accessible information in governmental operations. Our partners prioritize an organized, stable, and supportive environment where meticulous record-keeping is valued. Join a team where your attention to detail directly contributes to efficient public service delivery, fostering transparency and trust within the community. For a Records Assistant, this means a structured setting to excel.
Job Description
Career.zycto is actively seeking a highly organized and detail-oriented Records Assistant to join our public administration team in Springfield, Massachusetts, with immediate hiring available. This is a critical role that underpins the efficiency and integrity of public services, ensuring that vital information is meticulously managed, maintained, and readily accessible for operational needs, regulatory compliance, and public access requests. The successful candidate will be instrumental in supporting various departments, handling a diverse range of physical and digital records pertaining to civic operations, public services, and administrative functions.
In this role, you will be responsible for the systematic organization, indexing, filing, storage, and retrieval of documents, adhering strictly to established protocols and confidentiality standards. We are looking for an individual who thrives in a structured environment, possesses a strong commitment to accuracy, and understands the significance of their contribution to the smooth functioning of public administration. This position offers an excellent opportunity to engage directly with the foundational elements of public service, ensuring data integrity and supporting informed decision-making across various governmental functions. Your work will directly impact our ability to serve the community effectively and maintain compliance with state and federal regulations concerning public records. If you are passionate about order, efficiency, and supporting vital public functions through meticulous record management, we encourage you to apply.
Key Responsibilities
- Manage and maintain both physical and electronic records, including scanning, indexing, and filing documents in accordance with established procedures.
- Ensure the accuracy, completeness, and integrity of all records, performing regular audits and reconciliations as needed.
- Retrieve requested documents and information promptly and efficiently for staff, ensuring confidentiality and proper authorization.
- Assist with the archiving and destruction of records based on retention schedules and legal requirements.
- Perform data entry into various records management systems and databases with a high degree of precision.
- Support the implementation of new records management technologies and best practices.
- Prepare reports, summaries, and correspondence related to records management activities.
- Adhere strictly to privacy regulations, data protection laws, and confidentiality policies.
- Provide administrative support to various departments as required, relating to document control and information flow.
- Assist in responding to public records requests in compliance with relevant state and federal laws.
Required Skills
- Proven experience in administrative support or records management, preferably in a public sector or similar environment.
- Exceptional organizational skills and meticulous attention to detail.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and experience with data entry systems.
- Strong verbal and written communication skills.
- Ability to work independently and as part of a team in a fast-paced environment.
- Demonstrated ability to handle confidential information with discretion.
- Basic understanding of records retention principles and privacy regulations.
Preferred Qualifications
- Associate's degree in Business Administration, Public Administration, Library Science, or a related field.
- Previous experience with electronic document management systems (EDMS).
- Familiarity with Massachusetts Public Records Law.
- Experience working within a municipal or state government agency.
- Certification in Records Management (e.g., CRM or IGP).
Perks & Benefits
- Comprehensive health, dental, and vision insurance plans.
- Generous paid time off, including vacation, sick leave, and holidays.
- Participation in a robust public employee retirement system.
- Opportunities for professional development and training in records management.
- Employee assistance program for personal and professional support.
- Stable and supportive work environment within the public service sector.
- Life and disability insurance coverage.
How to Apply
Interested candidates are encouraged to apply by clicking the link below. Please submit your resume and a cover letter detailing your relevant experience and why you are a great fit for this role. We look forward to reviewing your application!
