Records Technician

Records Technician

The records technician position works and directly reports to the acting project managers. Duties and responsibilities include: collecting, staging, sorting, batching, alphabetizing/arranging, packing, and indexing files by records series. Records technicians will assist and provide records management support to the consulting archivist/project manager and project supervisors in inventorying, surveying, appraising, and drafting records retention schedules for unscheduled records. Records technicians will assist in the coordination of moving and tracking records from various locations to the location where the records will be processed. Records technicians will assist the consulting archivist/project manager and project supervisors in collecting, organizing, and documenting the disposal/shredding of files that are eligible for destruction according to the terms and conditions of an approved records retention schedule.

Responsibilities:

Records technicians will process in-active records by collecting, sorting, staging, consolidating, batching, and arranging records in logical filing order as instructed by the consulting/project manager according to the principles and practices of archives and records management. Records series as identified in the preliminary inspection, include financial statements, accounts receivable, data back-up, vouchers, administrative files, training manuals, journals, human resources files, contracts, birth certificates, patient medical records, HIV records, manuals, patients spreadsheet, historical films and microfilm, doctor master files, emergency room files, patient charts, meeting files, Medicare/Medicaid files, and other records series. Once the in-active records are removed from the moving boxes, the records technicians will stage, sort, batch, alphabetize/arrange, and pack the files in the appropriate folders provided by the project supervisors. The records technicians will label the folders according to a filing arrangement as instructed by the project supervisors.

Prior to closing the boxes, the records technicians will conduct a search of the records processing areas to ensure that no records are left unpacked, if any records are found, they will be interfiled in the appropriate folders. The records technicians will close the boxes to protect the integrity and confidentiality of the records. The records technicians will shelve and un-shelve records as instructed by the project supervisors. The records technicians will stage and palletize the boxes for pickup, and prepare the appropriate records paperwork for transfer and shipping. The records technicians will perform other duties as assigned and required by the project.

Qualifications

• At least 1 year experience in administrative work; Basic proficiency of Microsoft Excel;
• Basic computer skills;
• Excellent communication skills both verbal and written; 1(+) year experience in operational bookkeeping;
• Excellent interpersonal skills and a collaborative work style; Ability to look at situations from several points of view;
• Persuasive with details and facts;
• Excellent time management;
• High comfort level working in a diverse environment.