What are the responsibilities and job description for the Records and Compliance Support Specialist position at United Methodist Children's Home?
Records and Compliance Support Specialist
FSLA- Non-Exempt, Part-Time, under 20 hours per week
Reports to Director of Quality Assurance
Ministry Headquarters (Montgomery, AL) or Appropriate Satellite Location
Position Summary:
FSLA- Non-Exempt, Part-Time, under 20 hours per week
Reports to Director of Quality Assurance
Ministry Headquarters (Montgomery, AL) or Appropriate Satellite Location
Position Summary:
The Records and Compliance Support Specialist plays a pivotal role in ensuring that organizational and employee records are systemically organized, easily retrievable, and maintained in compliance with regulatory and organizational requirements. This role utilizes the HRIS system by managing confidential personnel files with updated 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:
Responsibilities:
- Abides by and ensures HIPAA rules/regulations and UMCH policies are followed to maintain confidentiality regarding all client and staff information.
- Collaborates with the Director of Quality Assurance, Director of Human Resources, agency Leadership, and staff to ensure all programs operate in the best interests of youth/family and follow 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.
- Creates and maintains records utilizing an electronic management system.
- Ensures that employee records and certifications are up-to-date with required forms, background checks, and licenses in compliance with accreditation standards, contracts, and grant requirements.
- Utilizes the HRIS system to monitor and track expiration dates for certifications, background checks, and licenses. Generates relevant reporting and works with employees and leadership to obtain missing or expired documentation.
- Assists the Director of Quality Assurance in preparing and submitting documentation for audits, inspections, and reviews.
- Performs data entry and other assistance as needed related to agency research, compliance reporting, and quality improvement initiatives.
- Provide general support to the Director of Quality Assurance and other team members as needed.
- Maintains accurate and pertinent documents organizationally and aids in file purging and storage.
Knowledge, Skills, and Qualifications:
- High school diploma or equivalent required, bachelor's degree preferred.
- 3-5 years of administrative/clerical experience in personnel data recordkeeping, HRIS file management, or regulatory compliance.
- Strong interpersonal skills with the ability to work with people at all levels of the organization.
- Effective oral and written communication skills.
- Knowledge of office administration procedures and ability to be extremely detail-oriented and highly organized.
- Ability to manage time wisely, consistently seeking opportunities for organizational process improvement.
- 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, internet sourcing, and Microsoft Office, including intermediate skills with Excel.
- Must have reliable transportation, proof of automobile liability insurance, and driving record allowing coverage on the 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 screens, etc.
Cognitive: Must be able to think independently, logically, and problem-solve.
Hearing: Must 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 a 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 to file, and retrieve documents.
Lifting/Pulling/Pushing: Must be able to lift and carry up case files, and laptop computer which may weigh up to 20 pounds.
Manual Dexterity: Must be able to write, type, use the telephone system, file, drive, etc.
