Records custodian job description

CIG is a 35+ year young sub-prime auto finance company specializing in helping dealers and consumers to achieve the mutually desired outcome of financing the purchase of a car or truck. CIG has staff in two offices, Irvine, CA and Fort Lauderdale, FL, as well as staff working from home and a sales team in the field. As we grow, we are seeking motivated, hardworking, dedicated, and eager to learn individuals to join our team in different areas of business in both our offices and remote. If you like to work hard, have fun, and learn, then we want you to have the career you have been looking for! CIG looks forward to you joining our family today! To learn more about CIG and our leadership team please visit www.cigfinancial.com and take a look at all things “About Us”.

POSITION SUMMARY

This position is responsible for providing mail room and file room services in support of various business functions. The individual will gather, prepare and process daily releases of paid in full contracts and vehicle titles, daily general outbound correspondence, and filing of new customer contract packages. This position is also cross-trained in imaging services.

This position reports to the Vice President of Quality Assurance. This position will work in close conjunction with the Records Custodian II. This position provides services to other departments, including Customer Service, Title Administration, and Funding.

The successful candidate is self-directed in work prioritization, highly organized and detail-oriented, and demonstrates superior judgment-making ability within the scope of the position’s areas of responsibility. The associate will perform all duties in accordance with CIG Financial policies and procedures and all state and federal regulations.

ESSENTIAL DUTIES

• Responsible for the day-to-day operations of the Records File Room.
• Works closely with other team members to ensure all aspects of records tasks are completed .
• Perform various Mail Center activities (sorting, metering, folding, inserting, delivery, pickup, etc.).
• Maintains mail/records room in a neat, tidy manner.
• Stocks copiers/printers with paper and envelopes.
• Maintain files and imaged records so they remain updated and easily accessible.
• Sort, organize and scan a high volume of documents for all company departments.
• Using PC image scanners, scans various types of records and documents.
• Perform various file-pulling projects and purging projects throughout the year.
• Sends out and requests time sensitive (electronic and paper) documents.
• Assists Records Custodian II in the custodial review process.
• Communicate to departments when files are incomplete or otherwise need attention.
• Perform special projects or other related work as required or requested.

ESSENTIAL KNOWLEDGE, SKILL & LICENSES:

• Detail-oriented with excellent organizational skills.
• Strong analytical and communication skills.
• Ability to operating mailing, copying and image scanning equipment.
• Ability to work under time constraints and daily deadlines.
• Ability to adjust to procedural changes and volume shifts.

EDUCATION AND/OR EXPERIENCE:

• Minimum of a High School diploma or equivalent.
• Previous work experience in an office mail room environment is preferred. Prior document imaging or proof reading experience is a plus.

MACHINES, OFFICE EQUIPMENT & SOFTWARE

• Web navigation and/or web-based applications.
• Personal computer: Imaging software, Microsoft Word, Excel, and Outlook. Excel skills must be mid- level to advanced.

• 10-key calculator and QWERTY keyboard skills.
• Scanner, copier, mail postage machine and other general office equipment.

PHYSICAL DEMANDS

☒ This position requires sitting for long periods of time (up to two hours without break).

☒ This position requires use of a keyboard for long periods of time (up to two hours without break).

☒ This position requires other specific physical demands, described below:

☒ Physical Demand: Ability to lift boxes____________ Amt./Frequency: 35 LBS / Daily

SUPERVISOR RESPONSIBILITIES

• Does this job have supervisory responsibilities? ☒ No ☐ Yes
• Are there subordinate supervisors reporting to this job? ☒ No ☐ Yes - How many None
• How many employees report directly to this job? None
• How many employees, in total, report directly or indirectly to this job? None

Company Benefits

• Medical, dental and vision benefits
• Life insurance paid for by company
• Additional life insurance and other insurance policies available
• 401K
• Paid sick and vacation time
• Employee discounts available for many major retailers

EQUAL EMPLOYMENT OPPORTUNITY STATEMENT

CIG Financial is an equal employment opportunity employer. We consider applicants for all positions without regard to race, color, creed, religion, national origin or ancestry, sex, age, disability, genetic information, veteran status, or any other legally protected status under local, state, or federal law.