Summary

This is a professional position with the Office of Children, Youth and Families, Allegheny County Department of Human Services (DHS). The Records Management Specialist is responsible for timely and accurate provision of records as requested by courts, providers, other child welfare entities. and individuals formerly served by Allegheny County CYF.

Essential Duties and Responsibilities

The Records Management Specialist will:

• Complete record requests for Parents, Children, and at times their representatives
• Compile records to provide to Western Region OCYF for Act 33 Child Fatality/Near Fatality reviews
• Compile records for the Allegheny County Law Department
• Assist with producing records for Subpoenas
• Log assignments and progress updates
• Work with CYF offices and personnel to produce records
• Request, scan, and upload historical files into OnBase
• Produce records for Foster Care Providers
• Produce records for Child Profile creation and updates
• Upload information into the Pennsylvania Adoption Information Registry
• Other duties as assigned

Many of the duties required are as follows:

• Contact requestor to gather information and answer questions about requests
• Gather information from various databases to fulfill a request, such as KIDS, OnBase, and PACFile
• Cross reference locally held records with the statewide system, CWIS, to determine expunction status
• Electronically redact information using Adobe Acrobat.
• Send record requests to recipient via encrypted message or other means as requested

Supervisory Responsibilities

This job has no supervisory responsibilities.

Additional Responsibilities

From time to time the employee will be required to perform additional tasks and duties as required by the employer.

Knowledge, Skills and Abilities

It is essential that the candidate will:

• Have an understanding of Diversity, Equity, and Inclusion
• Be customer service focused and willing to seek out answers
• Be organized and detail oriented
• Think through problems and questions with a critical lens
• Be able to work within timeframes and with a deadline
• Use office equipment
• Maintain confidentiality and adhere to local, state, and federal laws and regulations

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed above are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions, consistent with applicable law.

Education/Experience Requirements

High School Diploma or equivalent, plus experience working in an office/clerical setting.

-OR-

Any equivalent combination of education and experience that meets the required knowledge, skills and abilities.

Certificates, Licenses, Registrations

Act 33 & 34 clearances.

-AND-

Must be able to travel locally, via public transportation or have a valid driver’s license and access to a reliable vehicle.