What are the responsibilities and job description for the VAULT & RECORDS COORDINATOR (49091) position at Children's Home Society of North Carolina?
Description
Summary
The Vault and Records Coordinator Is responsible for providing management and coordination of vault and records for Children's Home Society of North Carolina, and program assistance to staff.
Primary Job Functions
Job Qualifications
Education, Licenses & Certifications:
Skills and Proficiency in:
This position is a non-exempt part-time position, along with working our standard scheduled week. The ability to work flexible hours is required to meet business needs. Occasional travel required to conduct business-related activities.
Physical Effort and Work Environment
Reasonable accommodations will be made for individuals with disabilities.
0%-
24%
25%-
49%
50%-
74%
75%-
100%
Sitting: Will remain in a seated position.
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Fingering/Grasping: Will perform repetitive tasks to include keyboarding, handwriting and equipment operation.
l
Standing/Walking: Will move about from one area of the workplace to another.
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Climbing/Stooping/Reaching: Will bend, twist, squat, stoop, kneel, crouch and reach at or above shoulder level.
l
Lifting: Will lift and carry objects up to 25 lbs.
l
Pulling/Pushing: Will transport loads of up to 40 lbs.
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Work Environment: Will work in office/care facility/ home environment; with possible exposure to communicable diseases and/or uncontrolled situations.
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Summary
The Vault and Records Coordinator Is responsible for providing management and coordination of vault and records for Children's Home Society of North Carolina, and program assistance to staff.
Primary Job Functions
- Duties
- Records Management:
- Maintenance of permanent adoption record collection for CHS including combining of permanent records, and proper closing procedures. Assure proper filing of records, cross-referencing, assistance with staff searches, and maintenance of appropriate work areas.
- Open and close vault daily.
- Management of computerized record database of vault records including new and modified records, check-in/check-out, and label software.
- Maintenance and disposition of closed records according to CHS Record Retention Policy.
- Provide training to staff on proper vault procedures, inclusive of records check-in/check-out procedures
- Filing of documentation for active/closed records
- Handling of requests for documentation for closed records for social work staff or outside agencies
- Assist with streamlining of process/procedures for database and storage of vault information
- Order supplies for vault use.
- Assumption of other responsibilities as deemed appropriate
- Additional Responsibilities:
- Notary – notarize documents as needed
- Assist with Foster Care to Permanency Services team as needed
- Contribute to a positive, engaging work environment.
- Display sensitivity to the service population’s cultural and socioeconomic characteristics
- Demonstrate the CHS Mission, Vision, and Values in the performance of all job duties.
- Develop a strong knowledge base and stay current on job-related issues and trends.
- Participate actively in departmental meetings, training, and education, as well as the quality process.
- Comply with CHS’s code of conduct, policies, procedures, and other obligations.
- Perform other duties related to department goals and projects as needed.
Job Qualifications
Education, Licenses & Certifications:
- Some college experience required; associate’s degree preferred
- A minimum of three years’ office coordination experience is preferred
- Some knowledge of child welfare, particularly foster care and adoption is desirable
Skills and Proficiency in:
- Strong organizational skills, resources development and budget development experience a plus
- Strong working knowledge of human service systems for youth, young adults, and families and an ability to bring together and collaborate with diverse community partners
- Excellent oral and written communication skills with proven effective organizational and time management skills
- Intermediate computer skills (Microsoft Applications as well as electronic data systems, time sheets, expense reports, use of virtual platforms for meetings)
- Work independently within CHS office and maintain adherence to deadlines.
- Be physically able to use standard office equipment such as computers, telephones, photocopiers, filing cabinets and fax machines
- Occasional travel required
- Maintain a valid North Carolina driver’s license, adequate auto insurance, and have access to an operating vehicle to attend to CHS business
This position is a non-exempt part-time position, along with working our standard scheduled week. The ability to work flexible hours is required to meet business needs. Occasional travel required to conduct business-related activities.
Physical Effort and Work Environment
Reasonable accommodations will be made for individuals with disabilities.
0%-
24%
25%-
49%
50%-
74%
75%-
100%
Sitting: Will remain in a seated position.
l
Fingering/Grasping: Will perform repetitive tasks to include keyboarding, handwriting and equipment operation.
l
Standing/Walking: Will move about from one area of the workplace to another.
l
Climbing/Stooping/Reaching: Will bend, twist, squat, stoop, kneel, crouch and reach at or above shoulder level.
l
Lifting: Will lift and carry objects up to 25 lbs.
l
Pulling/Pushing: Will transport loads of up to 40 lbs.
l
Work Environment: Will work in office/care facility/ home environment; with possible exposure to communicable diseases and/or uncontrolled situations.
l
