“Uniting families and homes begins with you.”

Kentucky Housing Corporation
Job Description

Job Title: Records Information Administrator
Work Group: Technology Network Services
FLSA Status: Exempt

Reports to: Manager Technology Network Services

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General Purpose of the Job

Responsible for development and management of all aspects of the corporate records information program and records management information system. Responsible for processing, organizing, converting, and integrating all records for storage as well as supervising the storage, retrieval, and corporate use of all files to ensure that the records management program meets state and federal regulations and standards.

Essential Duties and Responsibilities:

• Establishes and implements records management policies and/or procedures and retention schedules for all corporate documents; provides a policy framework and best practices for how staff are expected to manage their records and all aspects of corporate records management.
• Responsible for processing incoming paper documents into an electronic format utilizing records management software in a timely manner and accurately validating documents in correct document class and document types.
• Consults with staff and third-party vendors on the development, training and maintenance of records management information system and practices, as well as on automated records management processes, and retention schedules; responsible for recommending best practices for all aspects of records processes and software solutions.
• Resolves problems with records management. Researches and responds to questions and complaints; provides information, explains policy and procedures, and/or facilitates a resolution.
• Provides ongoing support, service, training and assistance for the daily internal operation of the corporate records management and information function.
• Records and information management principles and best practices.
• Enterprise content management systems.
• Creating and maintaining records retention schedules.
• Develops records and information management policies and procedures.

Knowledge, skills, and abilities required of the position:
Knowledge of:

• Federal housing programs, laws and regulations
• Grant programs/compliance monitoring
• Principles and practices of Accounting/Audit
• Word processing/spreadsheet applications such as Microsoft Word/Excel
• Basic rules of grammar and business writing
• Basic mathematic principles

Skill in:

• Collecting, analyzing and evaluating data
• Dealing with a diverse group of external and internal contacts at all levels
• Analyzing problems and reaching solutions
• Developing, implementing and coordinating of policies and procedures
• Assigning, managing and coordinating activities of staff

Ability to:

• Plan and organize work activities
• Prepare reports
• Present ideas effectively
• Handle sensitive/confidential information
• Develop work plans and implement projects independently
• Work in unsupervised environment

Additional Information:
Position requires knowledge of MS Office Suite products and business computer applications. Position requires ability to work effectively with a wide variety of people, including external contacts as well as cross-departmental teams; must have ability to work independently or on a team; ability to multitask; ability to deal effectively with conflict; ability to plan and present ideas effectively, both verbally and in writing. Position requires strong analytical skills, including problem-solving and attention to detail.

Education Requirements:

• Some college or associate degree (A.A.) and/or specialized training or certification.
• This level of knowledge would normally be acquired through completion of a vocational/technical degree with emphasis on archiving, document imaging, library science, and or records management.
• Certified Records Manager (CRM) certification required.

Experience Requirements:
Position requires a minimum eight (8) years previous experience and/or training that includes knowledge of archival and records management principles and practices.

Required Competencies:
Written Communication: Can write clearly and succinctly in a variety of communication settings and styles. Has the ability to get messages across that have the desired effect.

Customer Focus: Dedicated to meeting the expectations and requirements of internal and external customers.

Ethics and Values: Adheres to the corporate values of respect, commitment, and integrity.

Organizational and Priority Setting Skills: Sets goals and objectives; identifies roadblocks; uses time effectively and efficiently and can handle uncertainty and cope with change.

Initiative: Effectively completes assigned tasks, seeks additional opportunities, and continuously strives to improve skills and abilities.

KHC recognizes that continued success in meeting the needs of customers, both internal and external, requires the full and active participation of talented and committed individuals. KHC is a Federal contractor and an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex including sexual orientation and gender identity, national origin, disability, protected Veteran Status, or any other characteristic protected by applicable federal, state or local law.


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