Corporate Records and Compliance Specialist

Job Details

Corona, CA

Full Time

$90000.00 - $105000.00 Salary

Description

Essential Duties & Responsibilities

The successful candidate will develop, implement and oversee a Corporate Records Retention Policy and Program (The “RR” Program). This will include the development of guidelines and procedures for the creation, storage, retrieval, protection, preservation and destruction of corporate records in all formats, including, but not limited to hard copy, electronic format and three-dimensional objects.

Develop a complete plan and administer the daily operation of indexing, storing, retrieving, and when appropriate, destruction of corporate records, (hard copy and electronic media).

Determine which, if any, records should be stored offsite and develop procedures for storage and retrieval of those documents as needed.

Take a hands-on approach to the initial sorting and indexing of all documents

Oversee internal control procedures for management of the central archives and monitor for continued improvement

Populate and maintain a database to document the methodical retention and disposition of records.

Provide advice, consultation and training on records and information management as appropriate.

Audit plans and practices as needed for compliance with the RR Program.

Develop and implement retention policies and schedules for Corporate Records with individual departments and determine when records should be transferred to the central archives.

Train, consult and support executives and individual employees to assist in properly categorizing, storing, modifying and disposing of their records in accordance with the RR Program.

Identify and remove non-essential copies of records and other documents.

Work closely with Sr. Executives to create the necessary infrastructure so that only the appropriate personnel have access to records.

Identify vital records and work with IT to develop appropriate disaster protection and recovery methods for critical records.

Other administrative duties as assigned.

Responsible for implementing and maintaining the Document control process for company ISO/TS16949 Quality Management System.

Consulting with the legal department and advising leadership and management on compliance matters

Tracking and responding to compliance complaints

Maintaining and store records of compliance activities, to identify compliance issues and breaches.

Supports the Company, in assisting the development and implementation of compliance programs, and helping to educate staff on compliance policies and procedures.

Maintains up-to-date knowledge of laws and regulations

Aid in safeguarding the organization against legal and regulatory risks across all levels of the company.

This role serves as a foundational support system in the maintenance of organizational integrity and the promotion of a compliant business environment.

Contribute to the development and implementation of internal compliance policies and procedures to ensure they align with local, state, and federal regulations.

Participate in periodic compliance audits of company operations, manufacturing, product development, operations, marketing, sales, R&D and Distribution.

Maintain and engage legal resources to guide the compliance processes, for Federal and State regulations, for compliance validation.

Qualifications

Experience, Skills & Education

Minimum 3 – 5 years of experience in Record Management

Bachelor’s Degree in related field (i.e. Library Science) or equivalent. Certified Records Manager or Certified Archivist a plus

Must demonstrate an ability to analyze complex business processes and to propose appropriate and effective solutions.

IT Experience with document control software

Working knowledge of Adobe Acrobat, Electronic commenting, security settings, creating pdf files from MS Office software and scanners

Excellent communication (written and verbal) and consensus–building skills

Knowledge of Microsoft Word, Excel, Power Point and Windows software

Must be well organized and able to prioritize and follow through with all tasks with limited supervision.

Detail oriented, team player, able to work with all levels of employees and management.

Must be able to move about freely, operate office equipment, maintain manual dexterity, withstand frequent walking, sit and stand for long periods. Must be able to stretch, bend, kneel and lift at least 25 lbs. without restriction

Excellent communication skills, both written and verbal

Knowledge of Microsoft Word, Excel, Power Point and Windows software

Must be well organized and able to prioritize and follow through with all tasks with limited supervision.

Detail oriented, team player, able to work with all levels of employees and management.

Additional Qualities Necessary

Excellent communication skills, both written and verbal

Knowledge of Microsoft Word, Excel, Power Point and Windows software

Must be well organized and able to prioritize and follow through with all tasks with limited supervision.

Detail oriented, team player, able to work with all levels of employees and management.