Records Management Specialist

Job Description

Summary

The Records Management Specialist is responsible for the maintenance and storage of Agency records. The incumbent complies with established Agency standards including the Record Retention/Destruction schedules, policies & procedures.

The incumbent is responsible for creating, revising, and maintaining Agency forms requiring the use of multiple software sources, references, and procedures.

The Records Management Specialist is committed to practicing cultural competence by working respectfully and effectively with people of all cultures, classes, races, genders, ethnic backgrounds, religions, sexual orientations, mental and physical abilities, ages, and appearances in a manner that respects and preserves the dignity of all. The Records Management Specialist commits to adhere to SCCS' mission, vision, and values at all times. SCCS Position Description

• Records Management Specialist Page 2 of 6.

Essential Duties and Responsibilities include the following.

Other related duties may be assigned.• Responsible for the security of system and integrity of Agency records; Adheres to policies and procedures regarding document storage, sharing, transmission and destruction; Responsible for accuracy of case records at the time of review/audit.• Responsible for entering data into Agency databases, classifying and processing records according to Agency procedures so related records are linked, searchable and retrievable and meet compliance requirements.• Prepares documents for scanning and indexing; Scans documents to electronic images; Evaluates effectiveness of current document management systems and identifies solutions and suggested improvement to chain of command.• Serves as submit matter expert (SME) regarding the maintenance of case records for SCCS; Serves as SME regarding electronic document management system (Traverse), monitors the production process and adjusts the process to ensure optimal archival quality of all records. • Monitors case records to ensure completeness before closing; Prepares cases for closing and properly archives records in compliance with Agency policy & procedures; Completes record audits as defined by agency and/or department policy. • Engages with and schedules time for Guardians ad LItem, Court Appointed Special Advocates, and other community partners to respond to record requests; prepares records for on-site reviews. • Consults with end users to identify problems in accessing electronic content; Provides feedback to ensure end user effectiveness; Resolves questions and problems related to source documents and data entry. • Complies with record destruction guidelines to ensure that Agency records are destroyed timely and accurately; Retrieves physical records stored onsite and/or off site as needed/requested. • Creates and edits Agency forms as an electronic fill-in document using correct spelling, grammar, and punctuation from typed or handwritten format for use by Agency personnel via hard copy, network, email of hyperlink, including but not limited to templates with embedded macros and formulas.• Assists with QI reviews by pulling data and/or reporting information as requested/needed. • Assists other staff within Department as needed; works as a team to ensure work is completed accurately and within a timely manner; Provides support/coverage within the same bargaining unit classification and/or layoff series as needed/directed.• Assists in the orientation/shadowing of agency staff as required by the employee's chain of command.• Attends and participates in supervision meetings as established by the employee's chain of command and based on the needs of the worker/department; Attends and participates in all agency meetings including unit, department, division, and all staff meetings.• Attends trainings as identified by the chain of command or where otherwise required/directed; Maintains current knowledge of best practices and development in document management technologies and techniques through participation in professional organizations, educational programs, and discussion with colleagues. • Adheres to all agency policies and procedures, including but not limited to Professional Ethics and Conflict of Interest policies.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below 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.

Education and/or Experience

High School Diploma or GED required; Associated Degree in Records Management or Health Information Management preferred. Three (3) years' experience working in office environment, including a minimum of six (6) months working with an electronic document management system required. State Automated Child Welfare Information System (SACWIS) experience preferred.

Certificates, Licenses, Registrations

RIMS - Certified Risk Management Professional certification preferred. Although this classification is not regularly required to possess a valid State of Ohio drivers' license and/or possess auto insurance as defined by Ohio Administrative Code (OAC), the incumbent must meet the requirements outlined in agency policy if he/she/they do drive for work purposes.

Computer Skills

To perform this job successfully, an individual must have demonstrated knowledge in all Microsoft Office products including, but not limited to Word, Excel, PowerPoint, and Access, as well as Publisher. Experience working in electronic document management system (EDMS) preferred.

Supervisory Responsibilities

This position has no supervisory responsibilities.

Core Competencies

To perform this job successfully, an individual must demonstrate the following competencies: 1. Adaptability

• Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events; Reacts well under pressure. 2. Communication

• Speaks clearly and persuasively in positive or negative situations; listens and gets clarification; Responds well to questions; Demonstrates group presentation skills; Participates in meetings. Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information. 3. Customer Service

• Manages difficult or emotional client and employee situations; Responds promptly to client's/employee needs; Solicits client feedback to improve service; Responds to requests for service and assistance; Meets commitments. 4. Dependability

• Is consistently at work and on time; Ensures work responsibilities are covered when absent; Arrives at meetings and appointments on time. Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments; Commits to long hours of work when necessary to reach goals.
  
  Completes tasks on time or notifies appropriate person with an alternate plan; Follows through on commitments. 5. Diversity

• Demonstrates knowledge of EEO policy; Shows respect and sensitivity for cultural differences; educates others on the value of diversity; promotes a harassment free environment; Builds a diverse workforce. 6. Ethics

• Treats people with respect; Keeps commitments; Inspires the trust of others; Works with integrity and ethically; Upholds organizational values; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions. 7. Initiative

• Volunteers readily; Undertakes self-development activities; Seeks increased responsibilities; Takes independent actions and calculated risks; Looks for and takes advantage of opportunities; Asks for and offers help when needed. 8. Innovation

• Displays original thinking and creativity; Meets challenges with resourcefulness; Generates suggestions for improving work; Develops innovative approaches and ideas; Presents ideas and information in a manner that gets others' attention. 9. Interpersonal Skills

• Focuses on solving conflict, not blaming; Maintains confidentiality; Listens to others without interrupting; Keeps emotions under control; Remains open to SCCS Position Description

• Intern, Human Resources Page 5 of 7 others' ideas and tries new things; Approaches others in a tactful manner. 10. Motivation

• Sets and achieves challenging goals; Demonstrates persistence and overcomes obstacles; Measures self against standard of excellence; Takes calculated risks to accomplish goals. 11. Planning/Organizing

• Prioritizes and plans work activities; Uses time efficiently; Plans for additional resources; Sets goals and objectives; Organizes or schedules staff and their tasks; Develops realistic action plans. 12. Problem Solving

• Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem solving situations; Uses reason even when dealing with emotional topics. 13. Organizational Support

• Follows policies and procedures; Completes administrative tasks correctly and on time; supports organization's goals and values; Benefits organization through outside activities; Supports affirmative action and respects diversity. 14. Safety and Security

• Observes safety and security procedures; Determines appropriate action beyond guidelines; Reports potentially unsafe conditions; Uses equipment and materials properly. 15. Teamwork

• Balances team and individual responsibilities; Exhibits objectivity and openness to others' views; Gives and welcomes feedback; Contributes to building a positive team spirit; Puts success of team above own interests; Able to build morale and group commitments to goals and objectives; Supports everyone's efforts to succeed. 16. Quality

• Demonstrates accuracy and thoroughness; Looks for ways to improve and promote quality; Monitors own work to ensure quality. 17. Quantity

• Meets productivity standards; Completes work in timely manner; Strives to increase productivity.

Language Skills

Ability to read and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports and business correspondence.

Ability to effectively present information and respond to questions from supervisors, clients, and the general public. Demonstrated excellence in customer service required.

Mathematical Skills

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.

Reasoning Ability

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Other Qualifications

Regular attendance is required. Incumbent must adhere to Agency policies regarding use of time off at all times. Incumbent is required to adhere to Agency rules & regulations and support the mission, vision & guiding principles at all times.

Physical Demands

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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this Job, the employee is regularly required to: sit; use hands to manipulate objects; reach with hands and arms and talk or hear. The employee is frequently required to stand and walk. The employee is occasionally required to stoop, kneel, crouch, or crawl.

The employee must regularly lift and/or move up to twenty-five (25) pounds, occasionally lift and/or move up to fifty (50) pounds and rarely lift and/or move up to one hundred (100) pounds. Specific vision abilities required by this job include: close vision, distance vision, peripheral vision, depth perception and ability to adjust focus.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is rarely exposed to outside weather conditions. The noise level in the work environment is of moderate intensity.

Must be able to type 35 wpm

Position : 576419003

Code : 20245700-16

Type : INTERNAL & EXTERNAL

Group : CHILDREN S

Job Family : ADMINISTRATIVE

Posting Start : 06/07/2024

Posting End : 08/01/2024

Details : Click for more info

HOURLY RATE RANGE: $19.50-$19.50