Records OfficerJob Description
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Job Title: Records Officer
Location: Washington, DC / Hybrid
Type: Full-time
About the Role:
We're seeking a detail-oriented Records Officer to manage our organization's information assets. You'll implement records management policies, ensure regulatory compliance, and optimize document workflows across departments.
Key Responsibilities:
- Develop and maintain records classification and retention schedules
- Ensure compliance with federal and state recordkeeping regulations
- Implement digital and physical records management systems
- Train staff on proper records handling procedures
- Conduct regular audits of recordkeeping practices
- Coordinate secure disposal of records per retention policies
- Manage electronic document management system administration
- Respond to information requests and facilitate records retrieval
Perks:
- Comprehensive health and dental insurance
- Professional development and certification support
- Flexible hybrid work arrangement
- Retirement plan with employer matching
Records Officer Responsibilities
Hiring a records officer? Here's what you can expect them to handle:
- Develop and enforce records retention and disposal schedules
- Maintain compliance with NARA and regulatory requirements
- Manage electronic records management systems and databases
- Conduct training sessions on records management best practices
- Perform regular audits to ensure recordkeeping accuracy
- Coordinate digitization projects for legacy records
- Respond to FOIA and information access requests
- Collaborate with IT on records system integration
Qualifications to Be a Records Officer
Here's what a solid candidate typically brings to the table:
Bachelor's degree in Information Management, Library Science, or related field3-5 years of records management experienceKnowledge of federal records regulations and NARA guidelinesExperience with electronic document management systemsUnderstanding of information governance principlesRecords Officer Prerequisites
Before you even think of hiring, make sure your candidates have:
Certified Records Manager (CRM) or equivalent credential preferredStrong attention to detail and organizational skillsAbility to interpret and apply retention policiesExperience conducting compliance auditsProficiency in database management and data entryRecords Officer Hard Skills
The “must-haves” on every recruiter's checklist:
Records Management Software: SharePoint, OpenText, FileHoldDatabase Systems: Access, SQL Server, OracleDocument Scanning: OCR technology, digital imaging systemsData Classification: Metadata tagging, taxonomy developmentCompliance Tools: Retention scheduling software, audit trackingMicrosoft Office Suite: Excel, Word, PowerPointElectronic Discovery: E-discovery platforms, legal hold managementInformation Security: Encryption tools, access control systemsRecords Officer Soft Skills
Tech skills get them in the door—soft skills help them stick around.
Exceptional attention to detail and accuracyStrong analytical and problem-solving abilitiesExcellent written and verbal communicationTime management and prioritization skillsCollaborative team player with cross-functional experienceAdaptability to changing regulations and technologiesCritical thinking for policy interpretationProfessional discretion handling confidential informationRecords Officer Salary by Experience Level
Entry Level (0-2 Years)
$45k – $65k
Common Titles
Junior Records Officer, Associate Records Officer
Mid Level (2-5 Years)
$65k – $95k
Common Titles
Records Officer, Records Officer II
Senior Level (5+ Years)
$103k – $185k
Common Titles
Senior Records Officer, Lead Records Officer
Frequently Asked QuestionsAbout Records Officer Hiring
Records Officers typically hold more strategic responsibilities, developing policies and ensuring organizational compliance. Records Administrators focus on day-to-day operational tasks like data entry, filing, and basic retrieval. Officers usually require higher-level credentials and experience.
Yes, while Certified Records Manager (CRM) credentials are valuable, practical experience and relevant education can substitute. Prioritize candidates with proven compliance knowledge and hands-on ERMS experience. Consider supporting certification pursuit post-hire.
Regulatory knowledge should take priority, as compliance violations carry serious consequences. Technical skills can be trained more easily than deep understanding of NARA guidelines, retention laws, and information governance principles. Look for both, but emphasize compliance expertise.
Present a scenario involving conflicting retention requirements or a compliance audit finding. Ask them to classify sample documents or design a retention schedule. Request examples of policies they've written or systems they've implemented.
Watch for candidates who can't articulate specific regulations, lack experience with audits, or show poor attention to detail in application materials. Inability to explain metadata concepts or unfamiliarity with current digital trends indicates outdated knowledge.
Tools and Programs Records Officer Use
Here's what their digital toolbox might look like:
ERMS Platforms
SharePoint•Documentum
Scanning Software
Adobe Acrobat•ABBYY FineReader
Database Tools
Microsoft Access•SQL databases
Project Management
Asana•Monday.com
Compliance Software
RecordLion•Zasio
Cloud Storage
OneDrive•Google Drive
Workflow Automation
Power Automate•Zapier
Audit Tools
AuditBoard•Compliance tracking systems
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