Records Management Assistant

Who We AreJoin a team that puts its People First! Since 1889, First American (NYSE: FAF) has held an unwavering belief in its people. They are passionate about what they do, and we are equally passionate about fostering an environment where all feel welcome, supported, and empowered to be innovative and reach their full potential. Our inclusive, people-first culture has earned our company numerous accolades, including being named to the Fortune 100 Best Companies to Work For® list for nine consecutive years. We have also earned awards as a best place to work for women, diversity and LGBTQ+ employees, and have been included on more than 50 regional best places to work lists. First American will always strive to be a great place to work, for all. For more information, please visit www.careers.firstam.com.

What We DoExecutes defined procedures to ensure compliance with RIM policies and the organization’s standards; describes procedures and standards to others; interprets instructions; maintains documentation of procedures

Essential Functions

• Implements classification systems for active records stored in center central file room and on shared drives or SharePoint sites
• Assists users in requests for information and coordinates filing of information
• Accumulates statistical data and prepares reports on records management program metrics and costs
• Assists in orientation, training, and cross-training of new employees and users
• Coordinates retrieval of information for users
• Follows up with users on charged-out records
• Oversees disposition of obsolete physical records
• Interfaces with all levels of management. Works closely with supervisors, co-workers, and other staff members for the purpose of exchanging information. Works with users in problem or procedure change situations.
• Acts as Records Liaison for the Corporate records group in the company records management program
• Acts as Enterprise Account Administrator for our primary offsite records storage vendor (currently Iron Mountain)
• Serves as the Business Line Continuity Officer for the Enterprise Risk Management Department

Knowledge and Skills/Technology Used

• Understanding of Records Management/Information Governance principles, best practices, and emerging trends.
• Knowledge of file plan structures, standard naming conventions, controlled language concepts, and indexing
• Requires advanced level use of Microsoft Excel
• Understanding of structured and unstructured data systems and data management
• Knowledge of set up and management of SharePoint and Teams sites
• Ability to lift standard record boxes not to exceed government or labor requirements (Typically, 35 to 50 lbs.)
• Experience in working with major accounts at Iron Mountain and using IM Connect

Additional desired (but not required) experience

• Experience with Purview/Records Management in M365 environment
• Experience in nationwide or global company
• Experience with oversight of centralized records center operations
• Experience in real estate or insurance industries
• Managing compliance with RM policies and procedures
• Experience with paper conversion projects
• Experience using social media concepts to promote the RM program
• Membership in professional organizations like AIIM, ARMA, NAGARA, IIMC or ACA

Typical Range of Experience/Education

• College with five to seven years’ experience; Additional two years’ experience in a records management environment in lieu of college
• Experience with electronic records management

The pay range for this role is $22.80 - $30.38

This hiring range is a reasonable estimate of the base pay range for this position at the time of posting.  Pay is based on a number of factors which may include job-related knowledge, skills, experience, business requirements and geographic location

Disclaimer
The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal work hours and/or responsibilities from time to time, as needed.

What We OfferBy choice, we don’t simply accept individuality – we embrace it, we support it, and we thrive on it! Our People First Culture celebrates diversity, equity and inclusion not simply because it’s the right thing to do, but also because it’s the key to our success. We are proud to foster an authentic and inclusive workplace For All. You are free and encouraged to bring your entire, unique self to work. First American is an equal opportunity employer in every sense of the term.

First American will consider for employment all qualified applicants, including those with arrest or conviction records, in a manner consistent with the requirements of applicable state and local laws (e.g., the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act).

First American intends to conduct a review of an applicant’s criminal history in connection with a conditional offer. First American reasonably believes that a criminal history may have a direct, adverse and negative relationship with the following material job duties for this position potentially resulting in the withdrawal of the conditional offer of employment: handling of confidential, proprietary or trade secret information belonging to First American or its customers, administrating or facilitating financial transactions, and the ability to meet customer-imposed criminal history requirements.

Based on eligibility, First American offers a comprehensive benefits package including medical, dental, vision, 401k, PTO/paid sick leave and other great benefits like an employee stock purchase plan.