Records Management Specialist (Temporary)

Position Overview

The Records Management Specialist plays a critical role in the development, implementation, and ongoing maintenance of comprehensive records management systems for disaster recovery and mitigation housing initiatives.  This position ensures the effective storage, retrieval, protection, and disposition of both physical and electronic documents and data, in compliance with federal, state, and local regulations. The specialist builds and audits files, contributing to program transparency and accountability, and helps drive organizational efficiency and compliance within the Recovery and Resilience Housing Program.

Key Responsibilities

• Assist in safeguarding the organization’s information assets, ensuring efficient access, reducing risk, and maintaining compliance by managing the entire lifecycle of records from creation to final disposition for the housing program.
• Develop and maintain records management policies, procedures, and retention schedules in alignment with regulatory requirements.
• Organize, classify, catalog, and manage both physical and electronic records for easy access, retrieval, and compliance with audits, reporting, and program reviews.
• Ensure records retention schedules are followed; oversee the proper archiving and disposal of records as mandated by authorities.
• Train program staff on records management protocols, including best practices for document creation, storage, security, and privacy.
• Monitor compliance with all records management policies, conducting regular audits and reporting discrepancies or risks to leadership.
• Support the preparation and organization of documentation for monitoring visits, audits, and regulatory reviews.
• Collaborate with IT and administrative teams to maintain and update secure, efficient records management systems and software.
• Respond to internal and external information requests, ensuring timely and accurate delivery of required documents.
• Assist in the migration from paper-based to electronic records systems, supporting digitization initiatives.
• Stay current with evolving records management regulations and standards, updating procedures as necessary.
• Handle sensitive data with discretion, implementing security protocols and controlling access to confidential information.
• Other related duties as assigned to support the program’s information management needs.

POSITION REQUIREMENTS AND QUALIFICATIONS:

1. Education Level:
2. Associate’s degree in information management, library science, public administration, or a related field required.
3. Level of experience in a related field:
4. 2–4 years of experience in records management, preferably within government, disaster recovery, or grant-funded programs.
5. In-depth knowledge of records management principles, federal and state document retention requirements, and data privacy laws.
6. Experience with CDBG-DR or other HUD-funded programs is preferred.
7. Familiarity with auditing, compliance, and monitoring processes is advantageous.
8. Certification as a Records Manager (CRM) is desirable.
9. Combination of equivalent education and experience will be considered.
10. Knowledge, Skills, and Abilities:
11. Proficiency with electronic document management systems and Microsoft Office Suite.
12. Strong organizational, analytical, and communication skills; ability to multitask and work both independently and collaboratively in a fast-paced environment.
13. Knowledge of records management principles, practices, and legal requirements.
14. Ability to assess compliance risks and develop metrics; familiarity with relevant federal regulations.
15. Strong analytical and problem-solving skills.
16. Excellent communication skills.
17. Ability to maintain confidentiality and attention to detail.

APPLICATION INSTRUCTIONS AND PROCEDURES:

Interested applicants must submit an application, cover letter (including desired salary), and resume/vitae electronically at [email protected]   Employment applications can be downloaded from our website at www.vihfa.gov. Deadline for application submittal is  Friday, May 22, 2026; however, this position will remain open until filled. Incomplete application packages will not be considered. Selected candidates will be contacted for interview.

The Virgin Islands Housing Finance Authority is an Equal Opportunity Employer