Records Specialist

Description

GENERAL PURPOSE OF JOB
Responsible to create and maintains client case files that are documentary evidence of the care provided to children served by Community Based Care program.
 

ESSENTIAL DUTIES AND RESPONSIBILITIES
•    Maintain records room according to the Department of Children & Families standards for active, inactive, and closed client files, and in accordance with Children’s Network regulations, requirements, and policies.
•    Monitor production of workflow. Ensures that work assignments are completed timely and accurately.
•    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 CNHC regulations, requirements, and policies.
•    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 appropriate status, maintaining both systems with high degree of accuracy.
•    Share responsibility for preparation and duplication of client files for court, when legal jurisdiction is transferred, or for audits, review, etc.
•    Serves as a liaison with the Department of Children & Families when requesting archived child/family files.
•    Participate in efforts to automate CNHC operations to increase efficiency and accuracy, performing testing and data verification, and providing input as new systems come online.
•    Perform and teach complex, multi-level sorting and arrangement of client documentation according to standardized file tab sections.
•    Review and confirm that all cases opened or closed are accounted for on a weekly basis.
•    Maintain and review confidential log sheets.
•    The Records Specialist position in Hillsborough County will float between multiple locations.
•    Perform other duties as assigned.

WORKING HOURS
CNHC’s work week is Monday through Friday, 40 hours per week.  Your supervisor will advise you of your work hours; however, business office hours are 8:00 am to 5:00 pm.
 

Qualifications

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 EXPERIENCE
High school diploma or equivalent required

SKILLS AND 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 long 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.

PRE-EMPLOYMENT REQUIREMENTS
•    Valid driver’s license required, with proof of insurance
•    Driver’s license check is a requirement
•    Criminal background screening (fingerprinting) (Local Law Enforcement and FBI/FDLE)
•    Drug Screening is a requirement
•    Children’s Network participates in E-Verify

OTHER REQUIREMENTS

Language Skills

Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations.  Ability to write reports, business correspondence, and procedure manuals.  Ability to effectively present information and respond to questions from groups of managers, board of directors, clients, customers, and the public.  Ability to speak effectively before groups of customers or employees.

Mathematical Skills

Possesses basic to intermediate mathematical abilities, including accurate data entry, record reconciliation, and error identification. Proficient in performing calculations related to file tracking, data analysis, and reporting. Able to apply sound judgment in numerical comparisons and ensure consistency and precision in documentation.

Reasoning Ability

Demonstrates strong analytical and critical thinking skills with the ability to interpret, compare, and evaluate information to ensure accuracy and compliance. Capable of identifying discrepancies, resolving issues independently, and applying sound judgment in routine and non-routine situations. Able to follow detailed instructions while recognizing when to escalate matters that require further review or clarification.

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.

This job requires the ability to sit for extended periods; walk; stand; use hands to finger, handle or feel; reach with hands and arms; stoop, kneel or crouch; talk and hear.  This job requires visual acuity sufficient to read and to operate standard modern office machines.  The employee must occasionally lift and/or move up to 25 pounds.

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.

This is administrative work in an indoor office environment with a moderate noise level (business machines, printers, computers, telephones).

Remember:  If you are currently an employee of Children’s Network of Hillsborough Florida, LLC, or one of our Case Management Organizations, it is necessary that you notify your current Supervisor, prior to applying.

Salary : $19