The records specialist is responsible for the preparation of records, digitizing records and other documents. This position oversees the record retention procedures and ensures compliant implementation. This includes preparing, maintaining and updating all electronic files in accordance with federal, state, local laws and regulations. This position will be responsible for offering professional one-on-one technical support related to records management. This position will be knowledgeable of computer programs, scanning, and other office equipment. The additional responsibilities also include, but are not limited to, equipment use, email and phone support, and technical support. This position will collaborate with department management to follow records management procedures. This position will provide reception and clerical support when necessary and provide department administrative duties accordingly. This position will be team-oriented, organized, detailed orientated, and willing to travel to other work location. This position must have excellent communication skills, technical understanding of scanning and copying, proficient in using assembly tools and have assembly skills, goal driven and ambitious for agency record organization, strives to improve and maintain day-to-day records operations, detailed oriented, ability to think critically and analytically to resolve problems and actively solving problems with a hands-on approach.

ESSENTIAL RESPONSIBILITIES:

1. Maintain tracking records and filing systems, archive files

2. Identify records via electronic/hardcopy resources to be processed locate records on shelves and move boxes/containers of records to/from each process step

3. Prepare all document pages for scanning by removing bindings such as staples rubber bands and paperclips

4. Be familiar and follow HIPAA, Record Retention, Records and Billing Requirement policies and procedures

5. Assist with retrieving requested documentation for state or internal audits

6. Separate pages from all types of bindings - 3-ring binders, softcover, hardcover bindings, boxes, etc.

7. Insert a variety of agency coding and labeling systems and tracking sheets into each batch of records to distinguish documents and folders during the digitization process

8. Perform quality control reviews by comparing the digitized document images with the original source material to verify that all pages within the document were scanned accurately and completely

9. The review shall include a 100%verification of each scanned page image to ascertain image quality

10. Images which fail the review will be identified and marked for rescanning

11. Maintain, update and serve as focal point for digital records, archived records, databases or spreadsheets

12. Record manually or via code scanner pertinent data describing archived files received for processing, including but not limited to the date of receipt, number of physical items, name of receiver, process step and container code/tracking number

13. Perform document/folder metadata entry in electronic databases/hardcopy files which will support the archiving of files.

Required:

• Associates Degree in the Human Service-related field (or equivalent credits), with two years’ work experience in OPWDD/health administration or serving the intellectually developmentally disabled population, or;
• High School Diploma/GED with three years’ work experience in OPWDD/health administration or serving the intellectually developmentally disabled population, and;

· Maintain training in HIPAA and Billing Requirements and other OPWDD regulations.

Preferred:

• Bachelor’s Degree in the Human Service-related field, with one year work experience in OPWDD/health administration or serving the intellectually developmentally disabled population.

Job Type: Full-time

Pay: $22.00 per hour

Expected hours: 40 per week

Benefits:

• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Referral program
• Vision insurance

Schedule:

• Day shift
• Monday to Friday

Ability to Relocate:

• Springfield Gardens, NY: Relocate before starting work (Required)

Work Location: In person