Records and Compliance Support Specialist

FSLA- Non-Exempt, Part-Time, under 20 hours per week

Reports to Director of Quality Assurance

Ministry Headquarters or Appropriate Satellite Location

Position Summary:

The Records and Compliance Support Specialist plays a key role in ensuring that employee records are maintained in compliance with required forms, background checks, licenses, contracts, accreditation standards, and grant requirements. This position will support the organization’s Performance and Quality Improvement (PQI) efforts through data entry, report generation, and assisting with compliance audits. The ideal candidate will have excellent attention to detail, organizational skills, and experience in maintaining confidential records.

Responsibilities:

• Abides by and ensures HIPAA rules/regulations and UMCH policies are followed to maintain confidentiality regarding all client and staff information.
• Collaborates with Director of Quality Assurance, Director of Human Resources, agency Leadership and staff to ensure all programs operate in best interests of youth/family and in accordance with standards specified by Embrace, COA, state/federal regulations, contracting agencies, and other licensing agents.
• Demonstrates knowledge of UMCH and contracting agency policies and procedures and can apply that knowledge to day-to-day activities.
• Ensures that employee records are up-to-date with required forms, background checks, and licenses in compliance with accreditation standards, contracts, and grant requirements.
• Utilize the HRIS system to monitor and track expiration dates for certifications, background checks, and licenses. Generate relevant reporting and work with employees to obtain missing or expired documentation.
• Assist the Director of Quality Assurance in the preparation and submission of documentation for audits, inspections, and reviews.
• Perform data entry and other assistance as needed related to agency research, compliance reporting, and quality improvement initiatives.
• Provide general support to the Direct of Quality Assurance and other team members as needed.
• Maintains accurate and pertinent documents in an organized manner and aids in file purging and storage.
  
  
  

Knowledge, Skills And Qualifications

• High school diploma or equivalent required, bachelor degree preferred
• 3-5 years of administrative/clerical experience in personnel data recordkeeping, HRIS file management, or regulatory compliance
• Strong interpersonal skills with ability to work with people at all levels of the organization
• Effective oral and written communication skills
• Knowledge of office administration procedures with an ability to be extremely detail-oriented and highly organized
• Must be able to manage time wisely, consistently seeking opportunity for improving processes for the organization
• High level of skill in handling sensitive and confidential situations/information with the demonstrated ability to maintain strict confidentiality
• Strong customer service focus and great team player
• Working knowledge and experience with HRIS, electronic data recordkeeping, internet sourcing, and Microsoft Office, including intermediate skills with Excel
• Must have reliable transportation, proof of automobile liability insurance and driving record that will allow coverage on Agency’s insurance policy
• Must receive a satisfactory background check that includes a check of employment and personal references, criminal history, driving background, Child Abuse & Neglect Registry (Alabama), Affidavit of Good Moral Character (Florida), and pass a pre-employment physical examination including a TB skin test and drug screen
  
  
  

Physical Requirements:

Vision: Must be able to drive, read reports, observe conditions related to work, view computer screen, etc.

Cognitive: Must be able to think independently, logically, and problem solve.

Hearing: Must be able to hear well enough to communicate with co-workers, employees, families and the general public.

Standing/Walking/Mobility: Must be able to stand to open files and operate office machines, mobility to drive, get in and out of private homes as well as work area, some standing for prolonged periods for presentation. Normal coordination including eye-hand and hand-foot.

Climbing/Stooping, Kneeling: Must be able to stoop and kneel as needed to file, retrieve documents, assist families and perform CPR and First Aid, etc.

Lifting/Pulling/Pushing: Must be able to lift and carry up case files, lap top computer which may weigh up to 20 pounds.

Manual Dexterity: Must be able to write, type, use telephone system, file, drive, etc.