VAULT & RECORDS COORDINATOR

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

1. 1. 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
   2. Additional Responsibilities:
      • Notary – notarize documents as needed
      • Assist with Foster Care to Permanency Services team as needed
   3. 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.

Qualifications

Job Qualifications

Competencies

Schedule Expectations

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. If working remotely, will be required to be available by telephone and email during specified hours as required

Physical Effort and Work Environment