Records Management Specialist

Record Room Coordinator

Hourly Rate: $17.78

Position Objective: Responsible for the daily tasks of organization of the record room and case documentation in client case files and electronic records. Proofs/validates information received by the record room and assists in resolving problems or locating missing/additional information.

Essential Functions:

• Ensures that all case files are properly created, maintained, stored, archived and accounted for
• Utilizes established document control procedures to effectively maintain complete records for all dependency case files
• Processes electronic records by relating to corresponding case files and indexing into proper document categories
• Organizes and maintains centralized records room, securing and tracking original vital documents following department protocols
• Attends regular Records team meetings, staff meetings, service center meetings, case management meetings, in service trainings and conferences as needed.
• Performs case file archiving activities
• Performs scanning activities to support record room file maintenance & software i.e. FSFN, CCWIS, ARGOS, Visual Vault
• Performs record room training activities such as DCM electronic records training
• Participates in peer file review activities
• Facilitates record requests utilizing established operating procedure and redaction requirements
• Maintains frequent communication with internal staff regarding changes to case data and eligibility including but not limited to IES, Adoption, Master Trust and Operations staff.
• Utilizes established checklists, forms and task tracking tools identified in the Data Center Handbook to report work status and maintain required documentation
• Participates in the agency strategic plan & quality improvement processes
• Ability to safely & successfully perform essential job functions consistent with the ADA, FMLA, & other federal, state, & local standards, including meeting qualitative & quantitative productivity standards.
• Ability to maintain reasonably regular, punctual attendance consistent with ADA, FMLA & other federal, state, & local standards
• Ability to comply with all personnel policies & procedures

We understand the importance that every provider, parent and employee plays in the success of our mission to protect and inspire every child, every day. An essential function of all employees is to provide excellent customer service by being professional and respectful in all interactions each and every day. It is also expected that all employees are timely and responsive in their communication with others.

Non-Essential Functions:

• Duties in other counties as assigned
• Provide feedback on existing record room tools and procedures

This list of functions is not intended to be exhaustive. The agency reserves the right to revise this job description as needed to comply with actual job requirements.

Qualifications:

Required:

• Associates Degree from an accredited community or junior college and 2 years of administrative support or related experience.

Or:

• High School Diploma and 4 years of administrative support or related experience.

Preferred:

• Knowledge of child welfare system
• Previous experience in records management

Skills:

Required:

Computer skills

Strong interpersonal skills

Excellent verbal and written skills

Strong communications skills

Ability to multi-task

Ability to interpret and follow operating procedures

Ability to maintain confidentiality

Exceptionally well organized

Ability to understand legal documents

Demonstrate cultural and linguistic competence & sensitivity to population served

Ability to travel

Special Conditions:

Thorough Background Screening upon hire including FBI, FDLE, Local Law check, Employment Reference check, DMV check, Criminal Records check, Social Security Trace & Drug Screening. FDLE check will be run at least every 5 years.

Need to lift at least 25 lbs.

Climb ladder frequently

Travel- local: 20% per week, long-distance: 0% per month

Physical & Mental Requirements:

Analyzing ( N ), Bending-neck ( N ), Bending-waist ( N ), Calculations ( P ), Carrying/Lifting ( N ), Climbing ( N ), Crawling/Crouching ( N ), Finger Movements ( N ), Handling Objects ( N ), Kneeling ( N ), Pushing/Pulling ( N ), Reaching ( N ), Reading & Comprehending ( N ), Reasoning ( N ), Sitting ( P ), Squatting ( N ), Standing ( N ), Twisting-neck ( N ), Twisting-waist ( N ), Walking ( N ), Writing ( N )

For more information regarding our screening process please visit Clearinghouse.com.

Family Partnerships of Central Florida is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, or protected veteran status. These employers also maintain Drug-Free Workplaces. Requests for Auxiliary Aids for Hearing Impaired or Limited English Proficiency Candidates may be made with a minimum of five (5) days notice to C. Hernandez at View phone number on click.appcast.io.