Records Fulfillment & Logistics Specialist

Job Title

Position Title: Records Fulfillment & Logistics Specialist

Location: Support Services Building A, Records Warehouse, 1425 East Warren, Detroit, MI 48207

Salary: $17.68/hourly

Reports to: Program Supervisor, Student Records

Bargaining Unit: UAW

Benefits Eligible: Yes

Telecommuting Eligibility: Not eligible for telecommuting

Position Summary:

The Records Fulfillment & Logistics Specialist plays a crucial role in the management and maintenance of the district's records warehouse and archive storage. This position is responsible for the organization, retrieval, and fulfillment of records requests, contributing to the district's ongoing digitization efforts and supporting the vault reorganization project. The Records Fulfillment & Logistics Specialist supports the accurate and efficient handling of records by locating and retrieving documents, re-boxing records for storage, organizing the records vault, managing the intake of departmental records for archive storage and managing the logistics of record pickup and distribution. The ideal candidate for this role is a detail-oriented, organized professional with strong communication skills and experience in logistics or records management. They excel in maintaining order, ensuring accuracy, and handling records securely while contributing to efficient operations and excellent customer service. This role requires the ability to lift and move boxes up to 50 lbs., stand and walk for extended periods, and manage equipment in a warehouse environment.

Minimum Qualifications:

• High School diploma or equivalent; additional training in records management or logistics preferred.

• Minimum of two (2) years in a logistics, warehouse, or records management role, preferably within a school district or public sector organization.

• Strong organizational and time-management skills with attention to detail.

• Familiarity with records handling, storage and fulfillment processes.

• Ability to lift and handle boxes as well as safely operate warehouse equipment.

• Ability to work independently and with minimal supervision.

• Proficiency in basic computer applications and ability to learn records management system software.

• Strong interpersonal and communication skills to interact professionally with school staff and constituents.

• Strong¿analytical, problem-solving and decision-making skills.

• Ability to multi-task and adapt to changes quickly.

• Self-motivated with the ability to work in a fast-moving environment.

Essential Functions:

• Records Retrieval and Request Fulfillment

• Receive and process records requests from internal departments, schools and external constituents.

• Locate and retrieve physical and digital records efficiently, verifying accuracy and completeness before release.

• Ensure all records are handled in compliance with confidentiality and district policies.

• Package and securely email or mail records to constituents, maintaining accurate tracking of requests.

• Vault Organization and Maintenance

• Organize records in the vault by year, school, grade level, or other defined categories to ensure efficient retrieval.

• Re-box records to optimize storage capacity and replace damaged storage materials.

• Create and maintain an updated inventory of records, including detailed labeling and indexing for quick identification.

• Conduct routing audits of the vault to verify correct placement of records and identify areas for reorganization.

• Logistics and Transportation

• Coordinate the pickup of records from schools and other district locations.

• Load, transport, and unload records to and from the warehouse, ensuring safety and security during transit.

• Maintain a schedule of regular pickups with schools and document transported items for tracking purposes.

• Digitization Support

• Prepare physical records for digitization by sorting, purging, labeling and indexing documents.

• Engage in quality assurance process with digitization team to ensure records are scanned and uploaded for digital storage accurately.

• Records Storage Preparation

• Review records for compliance with long term storage requirements.

• Package and label records for long term storage while maintaining accurate records of what is stored.

• Coordinate with driver/forklift operator to transport and shelve records according to the vault system for easy retrieval.

• Quality Control and Error Prevention

• Identify and correct misfiled or mislabeled records during routine tasks.

• Develop and follow quality control procedures to prevent filing or organizational errors.

• Document and report any recurring issues in vault organization or record handling to the supervisor.

• Communication and Collaboration

• Serve as a point of contact for schools and district departments regarding records logistics and requests.

• Provide updates on the status of records requests, including anticipated delivery timelines.

• Collaborate with the supervisor and team to develop and implement process improvements.

• Safety and Compliance

• Follow all safety protocols when handling and transporting records.

• Adhere to district policies regarding confidentiality and privacy, ensuring secure storage and handling of sensitive documents.

• Keep detailed logs of all records handled, transported, or mailed to ensure accountability and traceability.

• Process Documentation

• Maintain detailed records of warehouse procedures, ensuring clarity and consistency for ongoing operations.

• Assist in updating and refining standard operating procedures (SOPs) for records management and logistics.

• General Warehouse Operations

• Perform routine maintenance and housekeeping of the warehouse to ensure a clean, organized, and safe working environment.

• Manage inventory of warehouse supplies such as boxes, labels, and mailing materials.

• Operate warehouse equipment (e.g., hand trucks, dollies) safely and effectively.

• Perform other duties as assigned by supervisor.

Security Clearance:

Internal Applicants

If you are a current Detroit Public Schools Community District employee, you do not have to submit to a new security clearance, unless your new role requires a different type of criminal background check.

External Applicants

In alignment with Michigan law, if you are hired to fill a position, you will be required to submit to a Detroit Public Schools Community District criminal background check. Information regarding required background checks will be shared at point of hire.

Method of Application:

Applicants must apply through the online application system. Only applications submitted through the online application system will be considered for any posted position and all applications require a resume to be considered.

Successful candidates are required to submit official transcript(s) at point of offer to hire. Teaching service outside of the Detroit Public Schools Community District must be verified by the applicant's prior employer(s) prior to hire. It is the applicant's responsibility to provide all documentation (including copies) as requested.

Applicants requesting assistance during the application process should contact the Office of Human Resources via email at [email protected] or phone at (313) 873-6897.

DPSCD does not discriminate on the basis of race, color, national origin, sex, sexual orientation, transgender identity, disability, age, religion, height, weight, citizenship, marital or family status, military status, ancestry, genetic information, or any other legally protected category, in its educational programs and activities, including employment and admissions opportunities. Contact the Civil Rights Coordinator for more information at (313) 240-4377 or detroitk12.org/compliance.