How to hire a records administrator

How to hire a records administrator, step by step

Here's a step-by-step records administrator hiring guide:

• Step 1: Identify your hiring needs
• Step 2: Create an ideal candidate profile
• Step 3: Make a budget
• Step 4: Write a records administrator job description
• Step 5: Post your job
• Step 6: Interview candidates
• Step 7: Send a job offer and onboard your new records administrator
• Step 8: Go through the hiring process checklist

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1. Identify your hiring needs

   Before you post your records administrator job, you should take the time to determine what type of worker your business needs. While certain jobs definitely require a full-time employee, it's sometimes better to find a records administrator for hire on a part-time basis or as a contractor.

   Determine employee vs contractor status

   Is the person you're thinking of hiring a US citizen or green card holder?

   Yes

   No

   A records administrator's background is also an important factor in determining whether they'll be a good fit for the position. For example, records administrators from different industries or fields will have radically different experiences and will bring different viewpoints to the role. You also need to consider the candidate's previous level of experience to make sure they'll be comfortable with the job's level of seniority.

   The following list breaks down different types of records administrators and their corresponding salaries.

   Type of Records Administrator	Description	Hourly rate
   Records Administrator	Medical records and health information technicians, commonly referred to as health information technicians, organize and manage health information data. They ensure its quality, accuracy, accessibility, and security in both paper and electronic systems... Show more	$14-27
   Medical Biller Coder	A medical biller coder is responsible for handling the billing processes and insurance within a hospital, clinic, or similar facility. They must gather patient information and records to analyze and translate them into codes according to the insurance and medical guidelines... Show more	$14-23
   Health Information Technician	A health information technician is primarily responsible for managing and handling patient information, ensuring accuracy and confidentiality. They coordinate with various health care workers to gather patient data, laboratory results, test findings, and medical histories, encoding them in clinical databases in a timely and efficient manner... Show more	$12-21

   Show more

2. Create an ideal candidate profile

   Common skills:

   • Data Entry
   • Access Database
   • SharePoint
   • Computer System
   • Hard Copy
   • Administrative Tasks
   • Background Checks
   • HIPAA
   • FAA
   • Management System
   • Payroll
   • Database Systems
   • Aircraft Maintenance
   • Offsite Storage

   Check all skills

   Responsibilities:

   • Manage chart completion (ICD-9-CM and CPT coding/abstracting), chart assembly and analysis.
   • Provide training records when request for FDA and HIPAA audits.
   • Access client-driven SharePoint for data upload purposes.
   • Insure facility meets regulatory requirements in accordance with HIPPA & PPACA
   • Participate in the rollout of a large SharePoint records management initiative call RIMBA.
   • Prepare court relate documents, motions, charge sheets, and subpoenas, and notarial actions as necessary.

   More records administrator duties

3. Make a budget

   Including a salary range in your records administrator job description is a great way to entice the best and brightest candidates. A records administrator salary can vary based on several factors:

   • Location. For example, records administrators' average salary in utah is 38% less than in maryland.
   • Seniority. Entry-level records administrators earn 47% less than senior-level records administrators.
   • Certifications. A records administrator with a few certifications under their belt will likely demand a higher salary.
   • Company. Working for a prestigious company or an exciting start-up can make a huge difference in a records administrator's salary.

   Average records administrator salary

   $41,997yearly

   $20.19 hourly rate

   ---

   Entry-level records administrator salary

   $30,000 yearly salary

   Updated December 19, 2025

   Average records administrator salary by state

   Rank	State	Avg. salary	Hourly rate
   1	Maryland	$56,279	$27
   2	District of Columbia	$55,920	$27
   3	California	$49,904	$24
   4	New York	$49,895	$24
   5	Virginia	$48,871	$24
   6	Rhode Island	$48,479	$23
   7	Pennsylvania	$47,303	$23
   8	Michigan	$44,834	$22
   9	Washington	$44,443	$21
   10	North Carolina	$43,838	$21
   11	Illinois	$42,659	$21
   12	Florida	$42,092	$20
   13	North Dakota	$41,806	$20
   14	Texas	$40,917	$20
   15	Iowa	$40,514	$19
   16	Colorado	$40,146	$19
   17	Arizona	$40,084	$19
   18	Ohio	$36,554	$18

   Average records administrator salary by company

   Company

   Rank	Company	Average salary	Hourly rate	Job openings
   1	FlatironConstruction	$49,692	$23.89
   2	ICF	$48,662	$23.40	7
   3	University of Michigan	$43,850	$21.08	13
   4	Johns Hopkins University	$42,488	$20.43
   5	ICONMA	$42,340	$20.36
   6	Loudoun County Social Svc	$40,892	$19.66
   7	University of Pennsylvania	$40,629	$19.53	4
   8	University of Colorado Denver	$40,308	$19.38
   9	Providence College	$39,804	$19.14
   10	Flatiron Constructors Inc	$39,764	$19.12	1
   11	CB Richard Ellis Memphis LLC	$39,537	$19.01
   12	Meyer Tool	$39,485	$18.98
   13	L3Harris	$39,317	$18.90	11
   14	CBRE Group	$39,084	$18.79	79
   15	CAE	$38,824	$18.67	3
   16	All Care Health Center	$38,564	$18.54
   17	WELL	$37,009	$17.79	2
   18	Andy Frain Services	$36,463	$17.53
   19	State of Arizona	$35,842	$17.23	9
   20	University of Colorado	$33,163	$15.94	15

4. Writing a records administrator job description

   A records administrator job description should include a summary of the role, required skills, and a list of responsibilities. It's also good to include a salary range and the first name of the hiring manager. Below, you can find an example of a records administrator job description:

   Records administrator job description example

   Records Administrator - (2200006V) Description
   
   Searching for a place to make your mark? Every great team depends on the individual contributions of its members - the skills, talents and the passion that each team member brings. At Citizens, we're building a workforce of top achievers committed to our company's mission and vision. Our company values the knowledge that comes from experienced and dedicated individuals with a variety of backgrounds, in or out of insurance.
   Citizens' Mission is to provide property insurance protection in Florida to those who are, in good faith, unable to obtain coverage through the private market while also providing the utmost in customer service. Our Values are public service, integrity, respect, responsiveness and sound judgment. We strive to not only provide affordable insurance products and services but also to provide sound financial responsibility to the citizens of Florida.
   At Citizens, we are a team of dedicated, service-minded professionals committed to our policyholders. Come achieve and maximize your potential with us!
   
   JOB SUMMARY: This position is responsible for supervising all aspects of records management and records retention within the business unit. Ensures the release of information in accordance with the Public Records Statute.
   JOB DUTIES: Models ethical behavior and executes job responsibilities in accordance with Citizen's core values, ethics, and information protection policies.
   
   Interfaces with business unit staff and management, external counsel, and other vendors, regarding records management. Manages the Records Management Liaison (RML) program.
   Assists Records Custodian with release of information in accordance with the Public Records statute and other relevant laws. Informs Records Custodian regarding critical issues related to records retention and management.
   Formulates and implements policy and procedures related to records management.
   Plan, develop, test, and implement processes for creating, using, preserving, retrieving, and disposing
   of official records.
   Collaborates with and advises business unit staff about records management requirements to ensure understanding, to include managing a training program for RMLs and other business units.
   Facilitates company-wide compliance with records retention schedules.
   Manages the destruction of materials in accordance with the records retention procedure and
   corporate policy.
   
   Qualifications Knowledge, Skills, and Abilities:
   
   Strong knowledge of records management best practices and standard procedures.
   Knowledge of applicable rules, regulations, policies, and procedures.
   Knowledge of Florida Public Records laws.
   Ability to understand and apply applicable rules, regulations, policies, and procedures.
   Proficient in Microsoft Office products such as Word, Excel, PowerPoint, Publisher, and Visio.
   Ability to prioritize and coordinate assignments, organize, and manage projects and problems, multi[1]task and adapt to frequent priority changes.
   Ability to understand and apply applicable rules, regulations, policies, and procedures.
   Excellent written and verbal communication skills Ability to exercise judgment and discretion, especially
   with regards to sensitive or confidential materials.
   
   Relevant Experience:
   
   3 or more years of records management experience including vital records protection and electronic files management.
   2 or more years of experience leading projects or teams.
   Experience with Imaging software or imaging applications.
   
   EDUCATION:
   
   High School Diploma | GED
   Associate/Technical Degree OR 2 years relevant experience, OR a combination of both college and experience equivalent to 2 years
   
   Preferred Knowledge, Skills, Abilities or Education:
   
   Three (3) years of supervisory experience.
   Knowledge of Citizens document management systems.
   Certification in Records Management.
   Knowledge of Citizens policy and claims systems.
   
   We offer unlimited career potential, excellent training and development opportunities, and a structured Career Development program to explore future roles of interest while growing and developing in your existing role.
   Citizens offers a competitive compensation and benefits package that includes comprehensive medical/dental, Retirement Savings Plan, Vacation and Sick Time, EAP, Tuition Reimbursement, Community Service and much more!
   
   Retirement savings plan with a generous company match
   Medical, dental and vision coverage
   Company Paid employee basic life insurance and short-term disability
   Generous paid time off: vacation, sick and holiday leave
   Employee Assistance and Wellness Programs
   Tuition reimbursement
   Professional and leadership development opportunities
   Flexible work schedule and Alternative Work Arrangements
   Company Paid Parking
   Employee recognition programs
   Relocation assistance (where applicable)
   Community and volunteering opportunities
   Casual dress
   
   Citizens is Proud to Be an Equal Opportunity Employer
   Visa sponsorship is not available for this position.
   #LI-KK1
   Primary Location: US-FL-TallahasseeWork Locations: Tallahassee 2101 Maryland Circle Tallahassee 32303Job: LE - RecordsOrganization: CPIC BUJob Posting: Sep 20, 2022, 1:10:23 PM

   Copy this example

   

5. Post your job

   To find records administrators for your business, try out a few different recruiting strategies:

   • Consider internal talent. One of the most important talent pools for any company is its current employees.
   • Ask for referrals. Reach out to friends, family members, and your current work to ask if they know any records administrators they would recommend.
   • Recruit at local colleges. Attend job fairs at local colleges to recruit entry-level records administrators with the right educational background.
   • Social media platforms. LinkedIn, Facebook, and Twitter have more than 3.5 billion users, and they're a great place for company branding and reaching potential job candidates.

   Post your job online:

   • Post your records administrator job on Zippia to find and recruit records administrator candidates who meet your exact specifications.
   • Use field-specific websites such as healthcarejobsite, health jobs nationwide, hospitalcareers, medreps.com.
   • Post a job on free websites.

6. Interview candidates

   Your first interview with records administrator candidates should focus on their interest in the role and background experience. As the hiring process goes on, you can learn more about how they'd fit into the company culture in later rounds of interviews.

   You should also ask about candidates' unique skills and talents to see if they match the ideal candidate profile you developed earlier. Candidates good enough for the next step can complete the technical interview.

   The right interview questions can help you assess a candidate's hard skills, behavioral intelligence, and soft skills.

7. Send a job offer and onboard your new records administrator

   Once you've found the records administrator candidate you'd like to hire, it's time to write an offer letter. This should include an explicit job offer that includes the salary and the details of any other perks. Qualified candidates might be looking at multiple positions, so your offer must be competitive if you like the candidate. Also, be prepared for a negotiation stage, as candidates may way want to tweak the details of your initial offer. Once you've settled on these details, you can draft a contract to formalize your agreement.

   It's equally important to follow up with applicants who don't get the job with an email letting them know that the position has been filled.

   To prepare for the new records administrator first day, you should share an onboarding schedule with them that covers their first period on the job. You should also quickly complete any necessary paperwork, such as employee action forms and onboarding documents like I-9, benefits enrollment, and federal and state tax forms. Finally, Human Resources must ensure a new employee file is created for internal record keeping.

8. Go through the hiring process checklist

   • Determine employee type (full-time, part-time, contractor, etc.)
   • Submit a job requisition form to the HR department
   • Define job responsibilities and requirements
   • Establish budget and timeline
   • Determine hiring decision makers for the role
   • Write job description
   • Post job on job boards, company website, etc.
   • Promote the job internally
   • Process applications through applicant tracking system
   • Review resumes and cover letters
   • Shortlist candidates for screening
   • Hold phone/virtual interview screening with first round of candidates
   • Conduct in-person interviews with top candidates from first round
   • Score candidates based on weighted criteria (e.g., experience, education, background, cultural fit, skill set, etc.)
   • Conduct background checks on top candidates
   • Check references of top candidates
   • Consult with HR and hiring decision makers on job offer specifics
   • Extend offer to top candidate(s)
   • Receive formal job offer acceptance and signed employment contract
   • Inform other candidates that the position has been filled
   • Set and communicate onboarding schedule to new hire(s)
   • Complete new hire paperwork (i9, benefits enrollment, tax forms, etc.)

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