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Records Management Specialist

Job Title: Records Management Specialist
Department: Records Management
Reports to: VP of Human Resources
Job Type: Full-Time
FLSA status: Non-Exempt

ELCO’s Expectations For All Employees

As an ELCO employee you will be responsible for understanding, practicing, and promoting ELCO’s Purpose Statement.

ELCO will cultivate, nurture, and enhance long standing relationships with insurance professionals and policyholders by being a trusted partner providing tailored solutions to achieve financial goals.

You will demonstrate the ability to provide outstanding customer service to both internal co-workers and external insurance professional and policyholders by modeling the following traits:

  • Reliability

  • Accountability

  • Knowledge of ELCO’s products

  • Ability to create and sustain positive connections with clients

  • Commitment towards continuous learning to ensure exemplary performance and high-quality work product

You will demonstrate an understanding that all successful organizations need for their employees to share pertinent information in a timely manner to the appropriate parties and constantly demonstrate that understanding.

Position Summary:

We are looking for an organized File Clerk to do file management and maintenance. You will organize paperwork according to an efficient filing system and digitalize all important documents. You will be expected to protect and update files to make them easily accessible to your colleagues. A file clerk must be organized and possess a serious understanding of confidentiality and data protection. The ideal candidate will be adept at learning new software and must be detail oriented. The goal is to preserve the company’s records and manage paperwork effectively.
The person in this position acts in an assistant’s role to departments of the company. He/she must be able to be flexible, consistent and reliable in a supportive role while performing tasks that allow staff members to effectively perform their jobs. This position cannot be performed remotely.

Job Responsibilities:

  • Maintain files and documents in accordance with organizational procedures

  • Scan hardcopy files to electronic image ensuring quality and accuracy

  • Scan incoming mail and label appropriately to the proper department

  • Open, sort and route incoming mail to the proper individuals

  • Perform data entry on standard keyboard, as needed

  • Outgoing mail preparation including the use of a postage machine and a folder stuffer machine

  • Perform quality checks on all documents scanned, detecting errors and if needed making the proper corrections

  • Re-assemble documents to original condition, as required

  • Participate as a team member in problem resolution and projects supporting continuous process improvement

  • Assist in peer development

  • Written documentation of procedures, as needed

  • Assist in inventory tracking

  • Assist with incoming deliveries

  • May be required to perform basic maintenance, replacing light bulbs, intake of deliveries, stocking of cabinets throughout all 3 floors of the building and other duties as requested

  • Perform inspection of the premises and ensure that any hazardous conditions are immediately reported for follow up

Success Factors:

  • Attention to detail

  • Reliable team player

  • Ability to learn new software, as needed

  • Able to work independently with minimal supervision

  • Able to perform in a fast-paced environment with an eagerness to learn

  • Time management and organizational skills


  • High school diploma or equivalent is required

  • Good computer skills and experience with a records management system

  • Basic understanding of clerical procedures and systems such as scanning and filing

  • Minimum 1-year related experience, preferably in-service industry

  • Must have basic PC computer skills

  • Demonstrated proficiency in reading, writing in English

Physical Demands and Work Environment:

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
*Physical demands: Constant use of both hands, arms reaching handling/grasping/typing keyboarding, using phone, calculator, and other office equipment, writing instructions, filing and performing other administrative duties. Employee must occasionally lift and/or move up to 60 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception and the ability to adjust focus.
*Work Environment: The noise level in the work environment is usually minimal.


  • Competitive Pay

  • Company contributions towards employee and dependent health, dental and life insurance plans

  • Paid vacation and sick pay

  • 401K Contribution

  • Tuition Assistance

  • 37-hour work week

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