Field Representative II, Records Mgt | JobSetuu
RICOH
Posted 7 hours ago • Via jobicy.com
Description
Job Overview
- Source: Jobicy
Job Description
Corporate HR Specialist
Field Representative II, Records Mgt
POSITION PROFILE
Oversees and coordinates daily tasks, workflow and special projects within the Records Management Department; including, but not limited to, creation, tracking, monitoring, labeling, delivery, closure and storage of active and/or inactive client or firm files. File maintenance including filing and indexing records. Interfaces with supervisors, co-workers, and other staff members for the purpose of exchanging information.
JOB DUTIES AND RESPONSIBILITIES
�· Mentor Records Staff and end users; resolve conflict;; solve problems.
�· Monitor termination email for termination initiations. Process termination in database, create appropriate term packets per employee band. Send to employee via email or UPS. Process returned termination documents.
�· Acts as a subject matter expert in critical company disciplines including advanced data capture,
document management, and workflow.
�· Creates and maintains departmental filing systems.
�· Performs duties of scanning and /or imaging documents
�· Maintains department logs, reports, and/or data entry for functional databases.
�· Demonstrates the ability to transfer files electronically
�· Handle special projects such as destruction implementation as directed.
�· Monitor Records Management email and voicemail boxes and responds appropriately to requests and inquiries.
�· Perform assigned tasks supporting the implementation of the organization's approved retention schedule.
�· Access, compile, gather, and issue requested records and information.
�· Responsible for HR File Imaging
�· Maintains files according to records management specifications. Responds/handles/routes correspondence, including administrative activities, technical data and drafts/summarizes responses. Ensures confidential treatment of documents and sensitive information.
�· Processes requests from current and former employees for review and/or inspection of employee files following company policy and State Guidelines
�· Provides copies of employee file documents for Legal upon request
�· Ensures that essential HR forms and Federal Government Documents are completed and processed appropriately according to corporate and government guidelines
�· Participates in projects as assigned by the HR Data Services Manager.
�· Assists other HR Services Team members as needed.
�· Maintains a high level of confidentiality.
�· Monitors requests for copies of, review and/or inspection of employee files.
�· Ensures HR forms are completed and processed appropriately.
�· Cross-trains and learns other responsibilities within the team and provides assistance as needed.
�· Process I-9 and new hire documents, and updates I-9 dashboard
�· Process Canada employee health benefits �· create file accordingly
�· Performs other duties as assigned
Qualifications
�· Minimum high school diploma or equivalent; Prefer BA or AA; special training in RM a plus
�· Two to four years of relevant information management or business management experience is preferred
�· Has in-depth knowledge of immigration rules to maintain and manage immigration documents (e.g. Visas) according to legal standards
�· Proficient with Microsoft Word, Excel, database experience and HR Systems experience preferred.
�· Demonstrated ability to follow processes and work with minimal supervision
Knowledge, Skills, and Abilities
�· RIM (Records Information Management) program best practices; familiar with RIM regulations, requirements, and compliance guidelines.
�· Preparation requirements for source documents, operation and maintenance of imaging hardware, imaging process procedures, quality-control procedures for image validation; regulations and compliance requirements.
�· Ability to define problems, collection of data, establishment of facts, and draw valid conclusions.
�· Maintains the skills to understand and identify issues early in the workflow process and communicate alternative solutions and options. Exhibits judgment by making reasonable and defensible decisions and take action to solve problems.
�· Ability to read, assess, and interpret general business documents, procedure manuals, and technical procedures.
�· Ability to effectively communicate information and respond to questions from groups of managers, clients, customers and general public.
The above statements are intended to describe the general nature and level of work being performed by people assigned to this job. They are not intended to be an exhaustive list of all responsibilities, skills, efforts, or working conditions associated with a job.
Come Create at Ricoh:
If you are seeking a team driven by passion and purpose, come create with us at Ricoh. We are a team of information seekers and customer-obsessed collaborators who aspire to deliver the services, solutions, and technologies that empower business success. We are looking for talented, inspired individuals to join us to help drive high-performance team and our commitment to excellence.
Ricoh is an integrated solutions provider and partner that connects people and technology, creates outstanding customer experiences, and delivers innovation for businesses worldwide. We empower digital workplaces by enabling individuals to work smarter from any location and harness the power of information—how it is collected, stored, managed, and shared—to unlock the potential in every organization. We deliver services and technologies that inspire our customers’ success and guide them toward a better and more sustainable future. If you are seeking a purpose-driven and passionate team, come create with us, and help drive our high-performance culture of excellence into tomorrow.
Invest in Yourself:
At Ricoh, you can:
- Choose from a broad selection of medical, dental, life, and disability insurance options.
- Contribute to your financial security with Retirement Savings Plan (401K), Health Savings Account (HSA), and Flexible Spending Account (FSA) investments.
- Augment your education with team member tuition assistance programs.
- Enjoy paid vacation time and paid holidays annually
- Tap into many other benefits to enhance your health, wellness, and ongoing personal and professional development.
Expert Career Tips for Field Representative II, Records Mgt Roles
To succeed in a competitive market as a Field Representative II, Records Mgt, you need more than just technical skills. Here are some expert strategies to elevate your profile:
- Build a Strong Portfolio: For technical roles, a clean GitHub or a personal project site is essential. For non-technical roles, a case study portfolio demonstrating problem-solving and impact is equally valuable. Show, don't just tell, what you have achieved in your previous positions.
- Master the Narrative: When interviewing, use the STAR method (Situation, Task, Action, Result) to structure your answers. Quantify your results wherever possible—mentioning "increased efficiency by 20%" is much more impactful than saying "improved efficiency."
- Continuous Learning: The industry moves fast. Whether it's staying updated with the latest AI tools or mastering a new management methodology, continuous professional development is key. Consider obtaining industry-recognized certifications that align with Field Representative II, Records Mgt requirements.
- Networking: Connect with other professionals in similar roles. Join online communities, attend webinars, and engage in meaningful discussions on professional social networks. Often, the best opportunities come through referrals and community engagement.
- Soft Skills Matter: Communication, empathy, and leadership are often the deciding factors between two equally qualified technical candidates. Cultivate these skills as they are universally valued across all industries and seniority levels.
Additionally, research the specific company's culture and values. Tailoring your application to show how you align with their mission can significantly increase your chances of moving forward in the process.
Salary & Compensation
Salary not disclosed; typically competitive for the role.
Work Arrangement
Type: On-Site
Standard business hours at the office.
Comprehensive Application Strategy & Hiring Process
Applying for a new role is a marathon, not a sprint. Follow this strategic approach to maximize your success rate:
1. Initial Research & Tailoring
Don't send the same resume to every employer. Spend at least 30 minutes researching the company. Look for recent news, their product roadmap, and their team structure. Modify your summary and core competencies to reflect the specific keywords found in the job description.
2. The Perfect Cover Letter
If the application allows for a cover letter, use it to tell a story that your resume cannot. Explain why you are passionate about this specific company and how your unique background makes you the perfect fit for the challenges they are currently facing.
3. Navigating the Multi-Stage Interview
Most modern hiring processes involve 3-5 stages. This typically includes a recruiter screen, a technical or skill-based assessment, a peer interview, and a final leadership round. Prepare for each stage differently: focus on enthusiasm and fit for the recruiter, technical depth for the assessment, and strategic vision for the leadership round.
4. Post-Interview Follow-Up
Always send a personalized thank-you note within 24 hours of each interview. Reference a specific topic discussed during the call to demonstrate your active listening and genuine interest in the role.
By following these steps, you demonstrate a high level of professionalism and attention to detail that sets you apart from the average applicant.
Typical Interview Process
- Resume screening
- HR call
- Skill interview
- Final manager interview
- Offer
Tip: Research the company's products and culture.
Global Market Intelligence & Relocation Insights
At JobSetuu, we specialize in helping talent navigate the global job market. Here is what you need to know about the current landscape in Global and beyond:
The demand for skilled professionals is increasingly borderless. For roles based in Global, understanding the local cost of living, visa requirements (if applicable), and cultural nuances is vital. If this is a remote role, consider the time zone alignment and the asynchronous communication culture of the hiring organization.
Relocation Support: Many forward-thinking companies offer relocation packages that include moving stipends, temporary housing, and legal assistance with work permits. When evaluating an offer, look beyond the base salary—consider the total compensation package, including equity, bonuses, and healthcare benefits.
Work-Life Balance Trends: Hybrid and remote work have become standard in many regions. Research the local labor laws and common practices regarding work hours and vacation time to ensure the role aligns with your lifestyle goals.
Leveraging JobSetuu's tools can help you compare salaries across different cities and understand the "purchasing power" of your potential offer, ensuring you make an informed decision for your long-term career path.
Skills & Competency Roadmap for Professional Development
To remain competitive in Professional Development, we recommend focusing on the following core competencies over the next 12-18 months:
- Technical Mastery: Deepen your expertise in the core tools and languages relevant to your field. For developers, this might be cloud architecture; for marketers, it might be data-driven attribution modeling.
- AI Augmentation: Learn how to leverage generative AI and automation tools to increase your productivity. Understanding how to integrate these technologies into your workflow is becoming a non-negotiable skill.
- Leadership & Strategy: Even in individual contributor roles, the ability to think strategically and lead projects from inception to completion is highly valued. Focus on stakeholder management and high-level project planning.
- Data Literacy: The ability to interpret data and use it to drive decisions is essential across all business functions. Familiarize yourself with data visualization and basic analytical concepts.
By investing in these areas, you not only prepare yourself for the role you are applying for today but also build a resilient foundation for the opportunities of tomorrow.
Apply via JobSetuu
Discover your next career milestone on JobSetuu. This Field Representative II, Records Mgt position is part of our commitment to bringing you the most relevant and high-impact job openings globally. At JobSetuu, we simplify your job search by aggregating premier listings and providing the tools you need to stand out. Don't miss the chance to elevate your professional journey—explore more opportunities and career insights on our platform today.
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