Operations and Records Coordinator

Position Summary:

The Operations and Records Coordinator is a detailed oriented, hands-on professional who will take ownership and pride in ensuring that the Dee Norton Child Advocacy Center’s downtown location is ready for all people at all times. This person anticipates needs and is proactive in ensuring appropriate technology and other materials are available and functioning for staff in both locations. The Operations and Records Coordinator also processes and responds to external requests for client records with discretion.

Essential Duties & Responsibilities:

• Facilities Support
• Maintain daily upkeep and regular maintenance of King Street facility to ensure a safe, clean work environment exists at all times.
• Monitor fixed asset inventory and consumables inventory regularly, ordering supplies as needed and ensuring adequate materials in all communal spaces.
• Coordinate with vendors to maintain building access control systems and phone system.
• Perform routine safety inspections and ensure compliance with building codes and safety regulations.
• Ensure all meeting rooms and other common spaces are set up as needed each day.
• Provide regular front desk/lobby coverage and support for Child Advocate/Administrative Assistants.
• IT Support
• Provide training and basic on-site technical support to staff and interns.
• Coordinate with IT vendor regarding user accounts for all systems vendor manages and to ensure proper functioning of all electronic equipment and systems.
• Prepare IT equipment for all events held at King St location and coordinate the preparation at East Cooper, including but not limited to forensic interviews, meetings, and trainings, and be available during events for troubleshooting.
• Implement asset management including procurement, deployment, inventory, and disposal of all information technology devices for both locations.
• Coordinate with Director of Operations and IT vendor to ensure that appropriate security mechanisms are implemented and maintained.
• Client Records Management
• Maintain familiarity with and follow all standards and requirements related to HIPAA and confidentiality of client records.
• Coordinate with Director of Operations and Child Advocate Manager/Operations Coordinator to document and respond to requests for records, including subpoenas, from external partners and other involved parties.
• Utilize web-based HIPAA compliant platforms to release portions of client records when it has been determined the appropriate paperwork is in place and to support partners in accessing those records.
• Represent Dee Norton as the Records Custodian when required by the court.
• Ensure that client records, including print, audiovisual and electronic, are stored and distributed in a manner consistent with state and federal requirements regarding privacy and confidentiality.
• Coordinate as needed with 3rd party vendors to support maintenance of electronic video recordings and to support the sharing of electronic records with investigative agencies using electronic platforms.
• Complete quality assurance audits of client records when assigned.

Qualifications:

• Education & Experience
• Bachelor’s degree or equivalent.
• At least 5 years experience in an office setting.
• Experience working in non-profit or social services sectors preferred.
• Other combinations of experience and education that meet the minimum requirements may be substituted
• Knowledge, Skills and Abilities
• Excellent computer skills with proficiency in Microsoft Suite and demonstrated ability to learn new programs.
• Excellent customer service skills.
• Knowledge of basic IT troubleshooting techniques.
• Awareness and understanding of child abuse dynamics and its potential impact on client relations.
• Demonstrated professional written and verbal communication skills.
• Strong organizational skills with demonstrated ability to prioritize multiple job functions.
• Demonstrated ability to respond with professionalism.
• Creative problem-solving skills.

Other Responsibilities

• Participate in a minimum of two public awareness and/or fundraising events annually on behalf of Dee Norton
• Meet other needs as identified by the Executive Director and/or Leadership Team.
• Abide by federal and state confidentiality and privacy requirements as well as all Dee Norton Policies and Procedures.
• Abide by and meet all grant requirements and objectives.

• Core Competencies:Every employee at Dee Norton is responsible for contributing to a positive work environment through teamwork, positive, honest and effective communication, and professional interactions with co-workers, volunteers, clients, and community partners.

Candidates should be able to demonstrate:

• Interpersonal Skills: Approaches others in a tactful manner; ability to work well under pressure and respond quickly to challenges; maintains confidentiality; keeps emotions under control; and remains open to others' ideas.
• Cultural Competency and Humility: Demonstrates a commitment to furthering diversity, equity, and inclusion (DEI) and has a proven track record of working well with diverse clients and stakeholders.
• Teamwork: Enjoys working as part of a team with individuals from a variety of disciplines; balances team and individual responsibilities; gives and welcomes feedback; contributes to building a positive team spirit; and supports everyone's efforts to succeed.
• Ethics/Professionalism: Treats others with respect and consideration regardless of their status or position; keeps commitments; inspires the trust of others; works ethically and with integrity; accepts responsibility for own actions; follows through on commitments; and upholds organizational values.
• Quality: Demonstrates accuracy and thoroughness; looks for ways to improve and promote quality; applies feedback to improve performance; and monitors own work to ensure quality.
• Initiative: Volunteers readily; undertakes professional development activities; and asks for and offers help when needed.
• Planning/Organizing: Ability to work independently; prioritizes and plans work activities; uses time efficiently; sets goals and objectives; and develops realistic action plans.
• Adaptability: Adapts to changes in the work environment; manages competing demands; changes approach or method to best fit the situation; and able to deal with frequent change, delays, or unexpected events.
• Dependability: Is consistently at work and on time; ensures work responsibilities are covered when absent; and arrives at meetings and appointments on time; completes tasks on time or notifies appropriate person with an alternate plan.

Physical Requirements:

In this position an employee is frequently required to stand, walk, sit, and reach with hands and arms. The employee must occasionally lift and/or move up to 15 lbs. Must be able to work on a computer and/or telephone for extended periods of time.

Salary and Benefits:

• Competitive salary commensurate with experience
• Health, dental, vision, and life insurance
• Paid time off (PTO) and 13 annual paid holidays
• 403(b) retirement plan with company match
• Professional development allowance
• Facility dogs on site
• A culture that prioritizes the mental and emotional needs of team members, with access to EAP benefits, including up to 8 counseling sessions per family member, financial planning support, and guidance with legal documents
• Clinical supervision for licensure (if applicable)

The Dee Norton Child Advocacy Center promotes a culturally diverse and culturally competent community response network. The Center complies with all laws prohibiting discrimination against employees and applicants based on gender, age, ethnicity, race, faith and experience. Dee Norton abides by all Federal Equal Opportunity guidelines.