Corporate Records Manager

• Identifies regulatory and internal customer requirements and performs data analysis and mapping to determine the appropriate method for storing, managing and destroying records.
• Displays expertise and best practice methodology for interfacing with business lines across the Bank to establish record repositories.
• Works both independently and with representatives from Legal, Compliance, Risk Management, Information Technology, Internal Auditing and others to research and interpret regulations and standards to identify mandatory requirements; and gathers and interprets data for the purpose of process improvement.
• Facilitates self-directed work teams and provides training for records management systems and best practices to a wide range of stakeholders.
• Responsible for coordinating the complete and accurate classification, inventory and traceability of records, insuring accuracy and location of records.
• Coordinates access to records internally and externally, considering business requirements, confidentiality and data privacy and public access.
• Researches / investigates, designs, implements, and/or manages a corporate record management system and/or program.
• Serves as the point of contact for records management and related programs.
• Manages business and operational relationships with vendors involved in records storage, retrieval and destruction.
• Establishes relationships across business functions by being proactive, developing an understanding of their business and leads the development and implementation of records solutions.
• Educates customers on the future direction of records and leads the development and delivery of records training as needed.
• Works with record owners to ensure access to records are appropriate.
• Manages a staff of three in the Mailroom Department.
• Oversees Mailroom services for entire real estate portfolio whose functions are to schedule and prioritize mailroom services for picks ups, deliveries, and processes interdepartmental and external (U.S., international) mail, parcels, and other materials.

SENIOR LEVEL RESPONSIBILITIES

• Monitor contracts and performance of vendors involved in the storage, retrieval and destruction of bank records. Measures performance results and identifies opportunities for improvement and develops plans to achieve desired results.
• Develop and maintain records management processes and operating manuals for the Bank, to ensure they are well within regulatory guidelines and requirements.
• Assure that internal and external compliance is attained for storing, retrieving and destroying records across the company (i.e. Sarbanes, OTS, SEC, etc.).
• Protect confidential company and customer information through proper analysis and administration of records management processes.
• Work with business line managers to implement, administer and monitor records management processes and procedures.

BUDGET AND FINANCIAL

• Facilitates the review of expenditures and preparation of operating budgets for departments that have a need to manage and store records.
• Review operating budgets periodically to analyze trends affecting vendor contracts.
• Coordinate compilation of data from statistical studies and analyses of past and present years to develop cost strategies and justify funds requested.
• Create reports and monitor spend in order to strategically manage and reduce unnecessary spend.
• Adheres to and complies with applicable, federal and state laws, regulations and guidance, including those related to anti-money laundering (i.e. Bank Secrecy Act, US PATRIOT Act, etc.).

• Adheres to Bank policies and procedures and completes required training.
• Identifies and reports suspicious activity.

• Supervises function, projects or services and/or one or more employees, as applicable.
• Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws.
• Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance coaching; rewarding and disciplining employees; addressing complaints and resolving problems.

• Experience using an electronically based formal records management system required
• Experience with regulatory/banking standards and regulations for records management required
• Experience training and coaching others required

• Demonstrates excellent interpersonal, analytical, organizational, and communication skills (both oral and written).
• Ability to interact and influence personnel tactfully at multiple levels and across the organization.
• Ability to manage a variety of diversified assignments including project management.

• Certified Records Manager (CRM) preferred Or
• National Archives and Records Administration (NARA) Federal Records Management certification preferred