Records Management & Program Support Specialist (Hiring Immediately)

Records Management & Program Support Specialist Bath, NY 14810, USA

Job Description Job summary: The Records and Program Support Specialist, under the guidance of either the Administrative Support Coordinator or Department Director, will provide assistance in recordkeeping and organizational program support to designated Divisions/Programs. This role operates within a team framework, with tasks coordinated and assigned by the Administrative Support Coordinator or Department Director in response to support requests.

Benefits: We offer a generous benefits package including medical, dental, vision, employer paid life insurance, 403(b) with employer contribution, PTO accruals, paid training and more.

Job Functions:

Program/Service Management Support

Provide file organizational support to the Arc Allegany-Steuben Departments and Programs as assigned.

Operate office machinery and equipment and notify of need for repair.

Assist in the maintenance of daily office operations as assigned.

Assist with sorting and organization of agency internal and external mail.

Manage agency badge creation and monitoring for facilities.

Maintain office supplies as assigned.

Assist with scheduling of conference rooms and large training groups as needed.

Data Entry

Ensure accurate and timely data input across multiple systems.

Provide data input with minimal errors.

Maintain and update various documents, forms, and listings as designated.

Organize and categorize data per agency protocols for easy retrieval and analysis for audits and other requests.

Identify and resolve discrepancies or inconsistencies in data.

Collaborate with team members to streamline data entry processes and improve efficiency.

Participate in training sessions to stay updated on data entry software and techniques.

Reception

Greet customers and visitors to the building and offer support as needed.

Answer phones and direct calls to appropriate people.

Receive and distribute agency faxes, packages, and scan/send documents from mail to appropriate recipients.

File and Document Management

Complete filing according to systems in place and ensure files are maintained in a systematic manner for departments as assigned.

Assist the Administrative Support Coordinator in maintaining and implementing the agency’s record management initiatives.

Review files, organize them according to agency standards, and store for retention in central storage areas.

Regulatory and Corporate Compliance

Ensure compliance with regulations, agency policies and procedures.

Ensure required documentation is complete, accurate and legible.

Handle highly confidential data with care.

Provide input in development and revisions of policies, procedures and agency forms.

Ensure chain of command and instructions are followed.

Ensure expenses are approved and meet budgetary limitations.

Receive and process payments for agency businesses.

Manage petty cash expenditures and distribute funds as needed.

Person Center Services

Maintain working knowledge of agency person-centered initiatives and standards.

Respect individuals’ rights to privacy and confidentiality.

Work collaboratively with others.

Physical Plant and Safety

Ensure the site is a safe, clean environment and address concerns immediately.

Communicate regularly with appropriate departments for building needs.

Maintain knowledge of fire evacuation plan and ensure plan is followed.

Promote an environment encouraging optimal personal development.

Ensure building security with opening and closing reception area access.

Contacts with Others

Maintain effective working relationships with co‑workers, other departments, service providers, community resources.

Ensure internal and external written and verbal communications are positive and reflect mission, vision and values, respecting privacy.

Address customer concerns promptly and professionally.

Respond to program requests for records retrieval promptly.

Additional Functions

Participate in agency initiatives and projects, public promotion of goodwill and interest in the agency.

Represent the agency with other organizations regarding compliance and record management.

Participate as member of agency committees and task forces.

Collaborate with Director of Corporate Compliance to coordinate IT updates to agency database and electronic systems.

Meet weekly with supervisor to discuss activities and job demands.

Provide administrative support such as filing, data collection and entry, and clerical duties.

Knowledge, Skills, and Abilities:

Conscientiousness, dedication, self-discipline and sense of responsibility.

Ability to work independently, take initiative and prioritize multiple assignments in a demanding environment.

Ability to establish effective relationships and work in a team environment.

Ability to exercise discretion in handling confidential information.

Organizational and communication skills.

Computer proficiency and office equipment operation; proficient in Microsoft Office.

Proficiency at data entry and database use.

Education and Experience:

Associate degree or high school diploma with additional schooling preferred.

Over 2 years of related experience in HIPAA, data entry and collection.

Additional Qualifications/Requirements:

Valid driver’s license for the state in which the person resides.

Acceptable safe driving record.

Required enrollment in LENS (Licensed Event Notification System).

Position may require use of personal vehicle.

Authority and Accountability:

People: This position has no supervisory authority.

Operations: Responsible for data entry, filing, scheduling and support as assigned.

Budget: No budget responsibilities.

Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.

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