Records Specialist – Child Welfare

This position is responsible for creating and maintaining client case files that are documentary evidence of the care provided to children served by Community Based Care program. To perform this job successfully, an individual must be able to perform each essential duty listed below satisfactorily. The requirements listed 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.

Essential Functions

• Maintain records according to the Department of Children & Families standards for active, inactive, and closed client files, and in accordance with Kids Central, Inc. regulations, requirements, and policies.
• Create and maintain manual and/or automated systems for child/family case file retrievals, re-files, and access requests from case management agencies and authorized personnel, responding in a timely manner to customer requests according to Department of Children & Families and Kids Central, Inc. regulations, requirements, and policies.
• Collects and verifies information pertinent to clients served.
• Use redaction software to accurately and thoroughly redact records to prevent release of confidential information to unauthorized parties.
• Facilitate customer-service oriented access to case files and records during audits and reviews, coordinating transactions with case management teams and reviewers.
• Monitor active and inactive filing systems as well as the retention schedule, to ensure filing system integrity. Moves files to appropriate status, maintaining both systems with high degree of accuracy.
• Perform multi-level sorting and arrangement of client documentation according to standardized file tab sections.
• Participate in efforts to automate Kids Central, Inc. operations to increase efficiency and accuracy, performing testing and data verification, and providing input as new systems come online.
• Monitor production of workflow. Ensures that work assignments are completed timely and accurately.
• Develops and maintains various spreadsheets and compiles monthly and weekly reports and data.
• Works closely with other departments to ensure that all information relevant to records management is accurate and current.
• Attends meetings, classes/conference and in-service training as requested or assigned to update knowledge and skills related to electronic filing/scanning, child welfare, etc., and duties.
• Participates in committees, workgroups, and meetings to assist with data and records management tasks
• Participates in quality improvement initiatives.
• Performs internal customer service functions by answering requests and questions.
• Participate as a functional member of a team that recommends performance improvements to management by analyzing data, policies, and researching other outside resources.
• Flexibility to complete other clerical duties when needed.
• Distribute faxes, mail, and legal documents as appropriate to staff.
• Monitoring phone lines and directing or assisting inquiries for electronic records management retrieval of documents or images.
• Perform other duties as assigned.

This list of functions is not intended to be exhaustive. Kids Central reserves the right to revise this job description as needed to comply with actual job requirements.

Qualifications

Education & Experience : High school diploma or equivalent required.

Two (2) years office, computer, and records management work experience preferred.

Knowledge, Skills & Abilities

• Ability to perform complex multi-level alphabetical sorting and filing.
• Computer experience in a Windows environment, Microsoft Office (Excel and Word), ability to learn and utilize other software programs.
• Excellent verbal and written communication skills.
• Capacity to concentrate for prolonged periods of time.
• Ability to interpret, adapt and apply guidelines and procedures. Ability to work independently and utilize initiative, ability to be organized and to meet deadlines.

WORK ENVIRONMENT AND PHYSICAL DEMANDS

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

• Indoor, temperature controlled, smoke-free environment. Outdoor exposure.
• Moderate noise level.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

• Good visual acuity and ability to communicate.
• Ability to lift, lower, push, pull and retrieve objects weighing a minimum of 20 pounds. Reasonable assistance may be requested when lifting, pushing and/or pulling which exceeds the minimum requirements.
• Ability to withstand prolong standing and walking. Also, able to sit, use hands to finger, handle or feel; reach, stoop, bend, and/or kneel during an 8-hour day.