Records Specialist
Datum Technologies LLC, Medford, MA, United States
Job Title: Records Specialist
Location: Medford, MA (Onsite only - No remote candidates)
Position Summary Reporting to the Manager of Admin and Accounting, the Records Specialist is responsible for creating, maintaining, and enhancing permit records within the Blue-Sky Outsourcing department. The role supports operational and compliance functions by ensuring accurate record handling, document processing, and data integrity. The Records Specialist is expected to demonstrate RELX core values, including integrity, accountability, respect, inclusion, and a strong commitment to quality and collaboration.
Key Responsibilities: Under the supervision of the Manager of Admin and Accounting, the Records Specialist will:
Print, organize, and prepare filings for submission to state agencies. Coordinate daily outbound shipments (UPS/mailroom collaboration). Match paper and electronic documentation to support records to create client files. Scan, rename, and store records in the LNRS network in accordance with standards. Learn and utilize Blue Sky Solution to support operational workflows. Assist in adding filings to print batches and processing batch printing tasks. Match checks to corresponding filings where applicable. Identify and prepare daily filings for mailing, ensuring proper documentation and backup retention. Work with mailroom staff to organize, review, and prepare outgoing mail packages. Match state responses with stored supporting documentation upon receipt. Scan physical documents or extract email content and organize into standardized folder structures. Maintain accurate digital records with consistent naming conventions for efficient retrieval. Sort, organize, and file physical permit records. Open, sort, and date-stamp incoming mail (state correspondence). Collaborate with Compliance Specialists to retrieve permits from state databases when needed. Perform additional duties as assigned.
Minimum Requirements: Education & Experience
Associate's degree in business, or Diploma/Certificate from Secretarial School, or equivalent business experience. 0-2 years of relevant experience (entry-level acceptable) . Strong interpersonal and communication skills. High attention to detail and strong organizational skills. Team-oriented with a strong sense of accountability and ownership.
Skills & Competencies:
Proficient in Microsoft Office Suite (Word, Excel, Outlook, SharePoint, Teams). Strong organizational and time-management skills. Excellent verbal and written communication skills. Ability to manage competing priorities and tight deadlines. Strong analytical and problem-solving skills. Ability to identify patterns, apply sound judgment, and support process improvements. Results-driven with ability to meet goals and maintain accountability. Strong collaboration skills across teams and functions. High integrity, professionalism, and adaptability. Ability to work in a structured, compliance-driven environment. Strong follow-through and attention to detail.
"All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected
veteran"
Position Summary Reporting to the Manager of Admin and Accounting, the Records Specialist is responsible for creating, maintaining, and enhancing permit records within the Blue-Sky Outsourcing department. The role supports operational and compliance functions by ensuring accurate record handling, document processing, and data integrity. The Records Specialist is expected to demonstrate RELX core values, including integrity, accountability, respect, inclusion, and a strong commitment to quality and collaboration.
Key Responsibilities: Under the supervision of the Manager of Admin and Accounting, the Records Specialist will:
Print, organize, and prepare filings for submission to state agencies. Coordinate daily outbound shipments (UPS/mailroom collaboration). Match paper and electronic documentation to support records to create client files. Scan, rename, and store records in the LNRS network in accordance with standards. Learn and utilize Blue Sky Solution to support operational workflows. Assist in adding filings to print batches and processing batch printing tasks. Match checks to corresponding filings where applicable. Identify and prepare daily filings for mailing, ensuring proper documentation and backup retention. Work with mailroom staff to organize, review, and prepare outgoing mail packages. Match state responses with stored supporting documentation upon receipt. Scan physical documents or extract email content and organize into standardized folder structures. Maintain accurate digital records with consistent naming conventions for efficient retrieval. Sort, organize, and file physical permit records. Open, sort, and date-stamp incoming mail (state correspondence). Collaborate with Compliance Specialists to retrieve permits from state databases when needed. Perform additional duties as assigned.
Minimum Requirements: Education & Experience
Associate's degree in business, or Diploma/Certificate from Secretarial School, or equivalent business experience. 0-2 years of relevant experience (entry-level acceptable) . Strong interpersonal and communication skills. High attention to detail and strong organizational skills. Team-oriented with a strong sense of accountability and ownership.
Skills & Competencies:
Proficient in Microsoft Office Suite (Word, Excel, Outlook, SharePoint, Teams). Strong organizational and time-management skills. Excellent verbal and written communication skills. Ability to manage competing priorities and tight deadlines. Strong analytical and problem-solving skills. Ability to identify patterns, apply sound judgment, and support process improvements. Results-driven with ability to meet goals and maintain accountability. Strong collaboration skills across teams and functions. High integrity, professionalism, and adaptability. Ability to work in a structured, compliance-driven environment. Strong follow-through and attention to detail.
"All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected
veteran"