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Records & Information Manager

Employer
Alerus Financial
Location
Minnesota
Salary
Join our team!

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Industry
Office and Administration
Role
Manager
Job Type
Long-Term
Hours
Full Time

Job Details

Position Summary:
This position is responsible for leadership and management of the records department, information management program, and the administrative services department within Alerus. This position oversees the storage, backup, maintenance, reproduction, protection, disposition of all records, and all incoming, outgoing and interdepartmental mail processes including client mailings. Additionally, they will foster a client centric culture, ensuring proper staffing, motivating and inspiring team members to high performance, continuous improvement throughout the department, accuracy of data maintained in the various systems, overall compliance with regulatory guidelines and bank policy, and development of and adherence to the bank operations budget.

Essential Responsibilities:

Job Function 1: Records Department - 30%
  • Plans, develops and administers records management policies designed to facilitate effective and efficient handling of business records and other information.
  • Plans development and implementation of records management policies intended to standardize filing, protecting, and retrieving records, reports, and other information contained on any media format.
  • Evaluates and recommends media formats and storage requirements to be used for records/information.
  • Designs, implements, maintains and evaluates existing systems and processes to protect and secure critical records and information.
  • Develop, document, and monitor retention/destruction schedules and practices for all types of files and documents on all manner of media.
  • Ensures that financial, legal or administrative requirements and regulations are compiled.
  • Provides training to staff who require access or have responsibility for maintaining records.
  • Manages, maintains and monitors the document retention module for the ECM system and ensures it follows the retention policy/schedule.


Job Function 2: Administrative Services Department - 30%
  • Oversees company mail processing to include scheduling, couriers, equipment, outgoing, incoming and interdepartmental mail.
  • Oversees the preparation and execution of mass printing, photocopy, and mailing requests.
  • Ensures SLAs are met; processes and vendors are continuously evaluated to improve scale, cost and client service.


Job Function 3: Leadership - 20%
  • Motivates and inspires others to execute effective and efficient client centric processes.
  • Develops and maintains a culture of continuous improvement.
  • Develops and maintains annual operational goals and SLAs.
  • Ensures a high level of client experience from team members.
  • Coaches and provides development opportunities for employees and creates succession plans.
  • Develops and maintains good working relationships with vendors.
  • Develops and monitors annual budgets while effectively managing expenses.
  • Works across products and teams to find and implement synergies.
  • Continually improve processes that enhance the client experience and build scale.
  • Maintains knowledge of various internal systems, while also researching and recommending functionality to implement that improves processes.
  • Stays up-to-date on industry changes as they relate to regulations, software changes, and industry trends.


Job Function 4: Compliance and Internal Controls - 20%
  • Ensures integrity of data maintained in systems utilized.
  • Ensures ongoing compliance with regulatory requirements.
  • Reviews and maintains internal controls to meet requirements.
  • Provides reports and documentation as needed for internal and external auditors.
  • Responds to audit items and resolve according to the timeline established.

Position Requirements:

Qualifications:
  • Bachelor's degree in Business Administration, Records Management/Information Systems or related field preferred.
  • Certified Records Manager (CRM) required.
  • Two year degree with 5 years of professional and records system experience acceptable.
  • Working knowledge of various filing systems, records management applications, and retention schedules required.
  • Minimum 4-5 years managing and directing records teams.
  • Preferred experience in financial services industry.


Personal Characteristics:
  • Positive attitude.
  • Self-motivated and confident.
  • Attention to detail with a strong commitment to quality.
  • Professional appearance and conduct.
  • Commitment to continued learning.
  • Strong commitment to confidentiality.
  • Consummate team player with a collaborative work style.
  • Recognizes the stressful nature of the work and maintains professional composure, attitude, and behavior at all times.


Physical Demands - Must be met with or without a reasonable accommodation:
  • Extended periods of time sitting 8 hours at a desk and using office equipment.
  • Ability to operate a personal computer/laptop for approximately 8 hours per day.
  • Extended time is spent reviewing electronic documents.
  • The employee is occasionally required to stand, walk, reach with arms and hands, climb or balance, and to stoop, kneel, crouch or crawl.
  • Routinely lifting of supplies and materials weighing up to approximately 40 lbs.

Alerus Financial is an Equal Opportunity Employer of women, minorities, protected veterans and individuals with disabilities.

Company

Alerus is a company that will challenge you to be at your best and where your efforts have real, tangible effects. Our culture is one of collaboration, innovation, forward-thinking, and giving back. And, as a growing company with a presence in markets from New Hampshire to Arizona, we offer a broad range of opportunities for you to travel the career path that matches your abilities, interests, and goals.

What is the current company culture like?

While our footprint spans North Dakota, Minnesota, Arizona, New Hampshire, and Michigan, we still operate like a small company. In other words, every single person on our team matters. Our employees create our culture.

What skills, education, and experiences does your ideal candidate(s) have? Each position has their own specific requirements and qualifications. In addition to those, Alerus seeks people who live out our fundamental beliefs every day: do the right thing, cherish people, empower with knowledge, respect everyone, serve with passion, and embrace change.

How would you describe the company leadership/team management? Alerus has a diverse executive and leadership team. Each leader comes with a wealth of experience and knowledge within their field to help their teams succeed. Alerus leaders, including our C*Suite executives, maintain regular communication with employees on company updates and goals.

Where do you see the company/organization in the upcoming years? Alerus has bank and office locations in North Dakota, Minnesota, Michigan, New Hampshire and Arizona. While we continue to serve our clients in these states we also look to grow our national footprint to best serve clients wherever they may live.

What do you feel candidates need to know about the company before applying? Alerus is more than just a bank and offers many products for our clients including personal & business banking, mortgages, wealth management and retirement savings. We continue to grow and expand but still maintain and operate with a small business feel. We would not have continued success without our employees and all the hard work they do to serve our clients with passion.

See the current Alerus job openings below!

Company info
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