A records coordinator is someone who organizes and manages paper, electronic, or both types of files. Typically, these people work for government agencies, universities, or medical facilities. A records coordinator must be extremely organized and maintain confidentiality in order to do their job well. Filing forms, accessing forms for individuals, supervising subordinates, obtaining necessary data for reports, and creating reports are some of the common job duties associated with this position.
One of the most basic responsibilities of a records coordinator is to file forms on a regular basis. Every time a form needs to be archived, he is responsible for classifying it and locating it in the proper location. A records coordinator must be well-organized and have a thorough understanding of the records he maintains. He’ll also have to maintain a consistent record-keeping system to ensure that all forms are in the right place. He may also be required to destroy certain records, such as legal documents, after a specified period of time in some cases.
Accessing individual records is also a big part of this job. If he works at a university, for example, he may need to locate student records in order to gather information. If he works for the government, he may be required to access legal documents. Because this aspect of the job necessitates complete secrecy, it’s critical that a records coordinator doesn’t share information with anyone who isn’t authorized.
It is also common to supervise subordinates. He may only be in charge of a few employees in smaller departments. In larger companies, he may have a large team of people who help him keep accurate and organized records. This part of the job necessitates the presence of a person with strong leadership abilities and the ability to manage a department.
Obtaining necessary data for reports is another aspect of being a records coordinator. For example, if he works for a government agency, he may be required to locate information in order to prepare a budget report. This procedure entails locating relevant documents and extracting the information required. When dealing with a large number of documents, gathering data can be tedious and time-consuming.
After the necessary data has been found, the records coordinator must also create reports. In most cases, this necessitates him entering information into a computer. He will then print charts or graphs that explain data trends. He will usually share the information with relevant individuals, either face to face or through online correspondence, once he has obtained the charts or graphs.