Job Description

Position Summary

The Corporate Records & Contract Specialist administers and supports CoServ corporate records and contract lifecycle management processes systems and data from intake through contract execution retention renewal and termination or final disposition. Assists with Docusign and Contract Lifecycle tracing and reporting translating business requirements into controlled workflows and coordinating across departments Legal Information Technology Information Security vendors Enterprise Project Management and business owners to improve contract visibility records integrity and process consistency. Also performs independent analysis in order to maintain accurate recordkeeping resolves moderately complex process and data issues and recommends enhancements to records and contract management practices.

Responsibilities

Primary Position Responsibilities

• Administers assigned functions within digitial signature platforms contract management platforms and document repository and management systems including user role-based access coordination workflows templates fields data sorting reports dashboards notifications and routine configuration changes within approved governance standards.
• Supports implementation and continuous improvement of contract lifecycle management processes including intake review approval signature storage obligation tracking renewal expiration amendment and disposition.
• Analyzes business requirements and existing practices; documents current-state and future-state workflows; identifies control gaps bottlenecks duplicate steps and opportunities for standardization or automation.
• Develops and applies data standards for contract and records data naming conventions taxonomy retention categories ownership status key dates obligations and reporting attributes.
• Performs data quality reviews reconciliations and exception reporting; researches discrepancies and coordinates corrective action with contract owners and records stakeholders.
• Maintains contract calendars renewal and expiration alerts required deliverables insurance or compliance documentation and other key obligations; escalates overdue or material exceptions through established channels.
• Builds and maintains operational reports and dashboards that provide visibility into contract volume cycle status upcoming milestones missing information workflow aging and records compliance.
• Coordinates migration indexing validation and quality control of legacy contracts and records into approved systems and repositories.
• Supports legal holds audits regulatory requests discovery records retrieval and external information requests by locating validating compiling and securely transferring responsive documentation and works with proprietary privileged confidential and security-sensitive information and applies appropriate handling access and disclosure controls.
• Coordinates inactive file transfer storage retention and defensible disposition in accordance with approved retention schedules legal hold requirements and departmental procedures.
• Conducts easement recording and related document coordination as assigned.
• Complies with established CoServ safety and operating rules procedures and guidelines including reporting unsafe practices to a supervisor.
• Complies with established CoServ Information Security Handbook policies procedures and guidelines including reporting suspected information security incidents to Tech Support.

Secondary Position Responsibilities

• Participates in cross-functional projects involving contract process modernization records digitization system integrations data safety data cleanup archiving vendor risk and governance and process control design.
• Assists with development and monitoring of service measures adoption measures data quality indicators and continuous improvement plans.
• Receives training as directed by the Corporate Records Manager Director of Enterprise Risk and Compliance or Chief Operations Officer.
• Attends CoServ University training as required.
• Performs other duties and activities as directed.

Position Requirements

Education Experience and Certifications Required

• Associate degree or equivalent in business administration information systems records management library science paralegal studies legal studies or a related field
• A minimum of four years of progressively responsible experience in contract administration records management legal operations business systems administration or process improvement; or an equivalent combination of education and experience.
• Demonstrated experience supporting or administering a business system such as contract lifecycle management electronic signature governance-risk-compliance enterprise content management document management or automated workflow tools.
• Advanced proficiency with core Microsoft 365 applications including Word Excel Outlook Teams SharePoint and PowerPoint.

Education Experience and Certifications Preferred

• Bachelor degree in business administration information systems records management paralegal studies library science or related field.
• Experience implementing or administering enterprise platforms for digital signatures project tracking and document taxonomy and storage.
• Experience utilizing Artificial Intelligence prompts and AI document examination tools.
• Experience with contract data obligation and renewal tracking template and clause libraries approval routing records retention legal holds or electronic discovery support.
• Experience in a regulated utility cooperative legal compliance finance procurement regulated industry or corporate governance environment.
• Docusign CLM Administrator certification Information Governance Professional certification Certified Records Manager certification project management certification Lean or process improvement training or comparable credential.

Skills and Abilities Required

• Working knowledge of contract lifecycle concepts and records management principles including document control retention access versioning and audit trails.
• Ability to translate business needs into clear requirements workflows fields controls reports test scenarios procedures and user guidance.
• Ability to analyze moderately complex processes and data identify key contract requirements evaluate alternatives and recommend practical improvements.
• Strong systems aptitude and ability to learn configure test support and troubleshoot enterprise software within assigned authority.
• Strong data quality reporting spreadsheet reconciliation and quality-control skills with consistent attention to detail.
• Excellent organizational and project coordination skills including the ability to manage competing priorities dependencies deadlines and follow-up across multiple departments.
• Strong written verbal facilitation and interpersonal skills including the ability to explain technical or process information to nontechnical users and communicate professionally at all levels of the organization.
• Ability to work effectively with proprietary privileged confidential and security-sensitive information.
• Ability to collaborate with Legal Information Technology Information Security Project Management Finance Procurement business owners vendors and other stakeholders.

Skills and Abilities Preferred

• Knowledge of database concepts role-based access workflow automation integrations APIs data migration and structured reporting.
• Knowledge of contract administration legal operations information governance records retention internal controls and change management practices.
• Ability to create dashboards or data visualizations in OnSpring Power BI Excel or comparable reporting tools.

Physical Requirements

• Operates office equipment such as a computer telephone copier etc.
• Indoor office environment.
• Ability to lift a minimum of 25 pounds.
• Ability to drive occasionally as needed.
• Ability to sit for long periods of time.
• Requires frequent sitting standing walking bending and reaching.

Required Experience:

IC

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