Records Management Specialist

Req ID: 427142 

*This position will be located at Love's corporate office in Oklahoma City.*

BASIC PURPOSE: To support and help lead the company’s records and information management program, including the administration of related technological tools, the creation and implementation of records and information management policies and procedures, and the education and training of employees in the same, with a strong emphasis on working collaboratively with Information Technology (IT), Legal, and other key internal stakeholders.

GENERAL SUPERVISORY OR LEADERSHIP RESPONSIBILITIES: 

• Serve as the subject matter expert in information and records management to facilitate company compliance with internal policies and provide guidance to employees on information governance standards and legal requirements.
• Exhibit leadership qualities and aptitude in mentoring, as well as business acumen, to ensure informed decision-making in line with industry best practices, company culture, and enterprise strategic initiatives, all with minimal supervision.
• Keep supervisor apprised of current initiatives and concerns of import being handled or managed.
• Serve in a leadership and organizational role on the Information Governance Task Force.

MAJOR RESPONSIBILITIES:

• Provide analysis, coordination with stakeholders, and oversight for enterprise activities involving records retention and disposition and work collaboratively to assist in the management of both physical and electronic records.
• Strategically research, analyze, and develop processes, systems, and policies, and help lead coordinated enterprise projects to improve records management and information governance processes; in coordination with IT, analyze and assist in implementing electronic content management software or other tools to systematically manage records.
• Oversee the monitoring and administration of the warehouse archive system and other information management technological solutions (and supervision of any associated vendors) in conformance with company policies and the physical storage and destruction of records in the archive.
• Monitor and assist in the integration of information management principles within data governance and existing enterprise technological infrastructure.
• Build and maintain effective relationships with business unit leaders and employees, third-party contractors, and InfoGov Task Force members to further information management initiatives. 
• Develop, oversee, and implement training of designated business unit records coordinators and others, as useful or necessary, to achieve compliance with records management principles and practices.
• Work cross-departmentally to implement change in the organization, improve legal compliance with information management mandates, reduce volume and duplication of data, and protect and preserve records.
• Coordinate with InfoSec, legal counsel, and members of InfoGov Task Force to advance the application of security data classification standards to records and data and to assist in categorizing and safeguarding confidential information.
• Pursue with urgency and professionalism any other assigned duties.

EDUCATION AND EXPERIENCE:

• Bachelor’s degree in records management, library science or archives, or related field and/or a minimum of four (4) years of experience managing, developing, and implementing standards, policies, and procedures related to records, data, or information lifecycle management.
• Project management in the area of records and information management, including change management and implementation strategies.
• Knowledge of regulated data requirements (i.e., PCI, PII).

SKILLS AND PHYSICAL DEMANDS:

• Skills:
  • Expertise in records management principles, approaches and solutions, data classification, maturity models, chain of custody, information lifecycle, application of retention schedules, and industry-standard archivist functions; Professional certification, such as Certified Records Manager (CRM) or Information Governance Professional (IGP), a plus
  • Knowledge of the operational characteristics of a variety of computer and network systems, application architecture, enterprise-wide system applications, including Windows operating system and Microsoft 365, and electronic content management tools; proficiency in OpenText, a plus.
  • Strong organizational, consulting, change, or project management skills; ability to manage a project from conception to completion, including working with end users to help them define their procedures for records retention.
  • Excellent written and oral communication skills, listening and interpersonal skills; strong customer service orientation; ability to communicate ideas in both technical and business terms; highly self-motivated and directed; keen attention to detail; experience working in and an appreciation for a team-oriented, collaborative environment.
  • Proven analytical and creative problem-solving abilities and effective prioritization and execution of competing demands.
• Typical Physical Demands:
  • Requires prolonged sitting, some bending, and stooping.
  • Occasional moving of equipment or boxes and/or lifting up to 50 pounds.
  • Continuous operation of office equipment, such as a computer keyboard, copy machine, printer, and calculator
  • Ability to perceive sound at normal speaking levels with or without correction and visual acuity to perform activities such as preparing and analyzing data, transcribing, viewing a computer terminal, and extensive reading
  • Occasional evening or weekend work
  • Possible infrequent overnight travel

This job description should not be construed to imply that these requirements are the exclusive standards of the position. All employees may be required to follow any other instructions, cross-train in other positions, and perform other duties as required by workloads.

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Job Function(s): Corporate 

Love’s has been fueling customers’ journeys since 1964. Innovation and perseverance continue to lead the way for the family-owned and -operated business headquartered in Oklahoma City with more than 40,000 team members in North America and Europe. The company’s core business is travel stops and convenience stores with more than 630 locations in 42 states. Love’s continues its commitment to offer products and services that provide value for professional drivers, fleets, four-wheel customers, RVers, alternative fuel and wholesale fuel customers. Giving back to communities Love’s serves and maintaining an inclusive and diverse workplace are hallmarks of the company’s award-winning culture.

The Love’s Family of Companies includes:

• Gemini Motor Transport, one of the industry’s safest trucking fleets.
• Speedco and Love’s Truck Care, the largest oil change and preventive maintenance and total truck care network.
• Musket, a rapidly growing, Houston-based commodities supplier and trader.
• Trillium, a Houston-based alternative fuels expert.
• TVC Pro-driver, a commercial driver’s license (CDL) protection subscription service.