About this role
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.