Administrative Asst III -
The Unified Records Coordinator performs moderately complex records administration work in order to maintain the integrity of individuals’ records. Responsible for coordinating the implementation and maintenance of the Unified Record for each individual at the State Supported Living Center (SSLC). Responsible for coordinating, processing and tracking record requests for Department of Justice (DOJ) and DOJ Monitors including retrieving, copying and organizing records for distribution/mailing to ensure requirements are met. Provides administrative oversight, conducts audits of the Unified Record, and tracks deficiencies to ensure corrective actions are implemented as necessary. Assists in training employees on the unified recordkeeping system and in routinely utilizing the record in making care, medical treatment and training decisions. Works under general supervision with moderate latitude for the use of initiative and independent judgment.

Essential Job Functions:
Attends work on a regular basis and may be required to work a specific shift schedule or, at times, even a rotating schedule, extended shift and/or overtime in accordance with agency leave policy and performs other duties as assigned.
Provides developmental guidance and oversees the implementation and maintenance of the State Supported Living Center (SSLC) Unified Recordkeeping System.
Updates and implements policies and procedures in order to ensure compliance with DADS Recordkeeping requirements.
Processes DOJ and DOJ Monitor record requests. Coordinates and directs the copying and preparation of records to ensure the request requirements are met and records maintained according to guidelines. Establishes and maintains systems to track requests.
Reviews a sample of records per month, the number to be determined by facility need but not less that 5 records per month, to ensure records are in order and retention schedules are followed. Works with management to develop plans of correction related to deficiencies noted in audits. Tracks progress on plans of correction and prepares status reports for the SSLC. Management.
Provides in-service to staff responsible for resident records and assists in training Personal Support Teams and others on the Unified Recordkeeping system, maintenance and use in making treatment and training decisions.
Performs special assignments at the request of the supervisor in order to further SSLC. goals.
Other duties as assigned include but are not limited to actively participating and/or serving in a supporting role to meet the agency’s obligations for disaster response and/or recovery or Continuity of Operations (COOP) activation. Such participation may require an alternate shift pattern assignment and/or location.

Job Summary