Job Description

Records Management Coordinator

Classification:

Exempt

Reports to

: Director of Legal and Records Management

Date

: September 2025

Each day at Volunteers of America, we strive to exemplify our foundational pillar of Servant Leadership and Cultural Values of Communication, Compassion, Integrity, Respect, and Excellence.

At VOA we are committed to providing opportunities that help staff grow and enhance their skill sets. As part of this commitment, we invest in on-the-job training to prepare employees for their new positions and offer professional development opportunities, coaching, and career pathways to promote our culture of helping staff advance their careers throughout the organization.




JOB DESCRIPTION


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Summary/Objective

The Records Management Coordinator provides administrative and operational support for the organization's records management function. This position is responsible for processing requests, maintaining organized filing systems, and ensuring accurate documentation according to established policies.

Essential Functions

Maintain and oversee electronic and physical filing systems. Ensure records are organized and retained in compliance with policies and legal requirements. Act as a liaison with staff across departments to ensure proper records creation, handling, and retrieval. Track retention schedules and coordinate archiving or secure disposal of records. Assist in audits or reviews by preparing and retrieving required documentation. Develop reports and maintain logs to monitor record activity. Provide training or guidance to staff on records procedures when needed. Maintain and update physical and electronic records according to established filing systems. Responsible for the retrieval of records in response to internal and external requests, audits, or compliance reviews, ensuring compliance with HIPAA and PHI. Follow retention schedules to archive or securely dispose of records as required. Support the implementation of records management policies and procedures. Coordinate with staff across departments to ensure records are properly created, maintained, and accessible. Provide support to the Director of Legal and Compliance on maintaining the organization's contract management system.

Competencies

Excellent verbal and written communication skills Excellent organizational skills and keen attention to detail Thorough understanding of information policies and procedures Ability to follow procedures, maintain confidentiality and compliance Proficient with Microsoft Office Suite and basic database/data entry skills Ability to quickly master technology used in the organization Ability to work independently as well as part of a team. Extensive knowledge of compliance standards and protocols Continuous demonstration of behaviors aligned with a posture of servant leadership and VOA's cultural values

Supervisory Responsibility

This position has no direct supervisory responsibilities but may serve as a coach and mentor for other positions in the organization.

Work Environment

This job operates in a professional office environment. This role routinely uses standard office equipment such as laptops, photocopiers, and smartphones.

Physical Demands

The physical demands described here represent those that an employee must meet to perform this job's essential functions successfully.




While performing the duties of this job, the employee is regularly required to talk or hear. Specific vision abilities required by this job include close vision and the ability to adjust focus. In addition, this position would require the ability to lift files, open filing cabinets and bend or stand on a stool as necessary and perform work at a computer for extended periods.

Position Type/Expected Hours of Work

This is a full-time position at the Administration Building in Sheridan, WY. Days and work hours are Monday through Friday, 8:00 am to 5:00 pm. Occasional evening and weekend work may be required as job duties demand.

Travel

Minimal travel is expected for this position.

Required Education, Experience, or Eligibility Qualifications

Associate's degree or relevant coursework in business administration, information management or a related field or 2+ years of administrative, records management, or compliance experience.

Preferred Education, Experience, or Eligibility Qualifications

Bachelor's degree in business administration, information management or a related field or 3+ years of administrative, records management, or compliance experience.

EEO Statement

Volunteers of America Northern Rockies is committed to equal opportunity for all, without regard to race, religion, color, national origin, citizenship, sex, sexual orientation, gender identity, age, veteran status, disability, genetic information, or any other protected characteristics. Volunteers of America Northern Rockies will make reasonable accommodations for known physical or mental limitations of otherwise qualified employees and applicants with disabilities unless the accommodation would impose an undue hardship on the operation of our business. If you are interested in applying for an employment opportunity and feel you need a reasonable accommodation pursuant to the ADA, please contact us at 307-672-0475.