Responsible for the administration, coordination, and supervision of the Record Retention Program of Popular Inc. and subsidiaries. Manage REPR Corp (recycling electronic equipment program). Assist in developing techniques to help facilitate the application of records management principles to create, maintain, retain, and destroy records while balancing the resources available for implementation. Identify record-keeping risks. Project and time management coordination and assistance. Administrative tasks include quality control reviews, data entry, inventory, management of users’ profiles, staff training, and processing invoice payments.
Essential Duties and Responsibilities
Coordinate the record retention, destruction, and destruction activities for each business unit.
Collaborate with organizational representatives to understand division records management concerns and identify recordkeeping risks. Promote best records management practices throughout the corporation.
Manage and control of data entry to provide, update or terminate the access for key contact users to Iron Mountain Connect.
Investigate and resolve key contact complaints related to Record Retention and Iron Mountain Connect, as well as facilitate resolutions.
Register orders via the Iron Mountain Connect web platform to recover files from external storage provider (Iron Mountain), order supplies, return or send files and/or boxes for storage, among others.
Analyze Iron Mountain inventory of boxes being shipped to confirm that users correctly entered information (branches, departments, etc.) into the IM Connect system. Notify users of any fixes needed in IM Connect.
Serve as a liaison between providers (Iron Mountain and REPR Corp.) and the corporation.
Manage electronic equipment recycling program and its disposal.
Conduct monthly quality control reviews of inventory reports of boxes and services with staff.
Offer training to new employees in the utilization of the Iron Mountain Connect web platform.
Provide training and assistance to all units, departments, and authorized users of the corporation on Record Retention, Iron Mountain Connect and Electronics Recycling, when applicable.
Conduct periodical meetings with business units.
Promote best records management practices by all divisions throughout the entire corporation.
Assist in the development of techniques (policies, procedures, guidance, systems, toolkits, etc.) to help facilitate the application of records management principles to the creation, maintenance, retention, and destruction of records.
Reconciliation and payment of invoices for Iron Mountain and Electronics Recycling services.
Update statistical graphs of internal activity monthly.
Assist with backup support for other miscellaneous tasks as needed (Special Projects).
Manage, review, and respond to the messages received through the Record Management unit’s proxy email daily.
Education
Bachelor's degree completed from an accredited university or college.
Experience
Minimum of 3 previous years in banking operations or related experience.
Knowledge, Skills and Abilities (KSA's)
Ability to lift boxes up to 50 lbs. (on some occasion it is required).
This position may be required to travel to the US, Virgin Islands, and visit business units and/or service providers when needed.
Excellent interpersonal skills, with ability to work effectively with individuals of varying backgrounds, levels, and technical expertise.
Excellent customer service skills, including telephone skills and telephone etiquette.
Experienced in the use of Office 365 tools: Excel, Word, Power Point, and Teams, among others.
Effective communication, writing and documentation skills are required for this position in English and Spanish.
Detail oriented with analytical aptitude.
Excellent problem diagnosis and analytical skills.
Effective organizational skills and ability to balance multiple concurrent tasks.
Initiative and judgment to find solutions and make decisions.
Values
Passion for PeopleSucceed TogetherOwn Every MomentBuild the Future
Important: The candidate must provide evidence of academic preparation or courses related to the job posting, if necessary.
ABOUT US
Popular is Puerto Rico’s leading financial institution and have been evolving since it was founded over a century ago. From a small bank it has developed into a large corporation that offer a wide variety of services and financial solutions to our customers, with presence in the United States, the Caribbean and Latin America.
As employees, we are dedicated to making our customers dreams come true by offering financial solutions in each stage of their life. Our extensive trajectory demonstrates the resiliency and determination of our employees to innovate, reach for the right solutions and strongly support the communities we serve; therefore, we value their diverse skills, experiences and backgrounds.
We reaffirm our commitment to always offer essential financial services and solutions for our customers and communities, including during emergency situations and/or natural disasters. Popular’s employees are considered essential workers, whose role is critical in the continuity of these important services even under such circumstances. By applying to this position, you acknowledge that Popular may require your services during and immediately after any such events.
If you have a disability or need more information about requesting an accommodation, please contact us at asesorialaboral@popular.com. This email inbox is monitored for such types of requests only. All information you provide will be kept confidential and will be used only to the extent required to provide needed exemptions or reasonable accommodations. Any other correspondence will not receive a response.
