Records Management Specialist

Hourly Rate: 17.00/hour

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 dependency case files are properly maintained, stored, archived and accounted for, both physically and electronically

 Creates electronic case files and properly indexes and relates electronic filing timely

 Utilizes established document control procedures to effectively maintain complete records for all dependency case files

 Organize and maintain centralized records room for dependency case files

 Attends regular IES team meetings, staff meetings, service center meetings, case management meetings, in service trainings and conferences as needed.

 Perform case file archiving activities

 Performs scanning activities to support record room file maintenance & software i.e.MJV, ARGOS, Electronic records

 Perform record room training activities such as DCM record room orientation and electronic records orientation

 Participates in peer file review activities

 Facilitate record requests utilizing established operating procedure and redaction requirements

 Maintain frequent communication with internal staff regarding changes to case data and eligibility including but not limited to IES, Adoption, Master Trust and Operations staff.

 Utilize established checklists, forms and task tracking tools identified in the Information & Eligibility 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.

 On-call assignments- N/A

 Need to lift at least 25 lbs.

 Climb ladder frequently

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

PHYSICAL & MENTAL REQUIREMENTS: (N=Needed P=Preferred)

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)

POSITION STATUS: Non-Exempt

Supervision level:

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 (321) 752-4650.