Records & Compliance Specialist

Nebraska Children’s Home Society, Inc.; Omaha (NE); Hybrid; USD 36,000 - 48,000; Full time

Job summary

Nebraska Children’s Home Society, Inc. is seeking a Records & Compliance Specialist to maintain, organize, and archive physical and electronic case records in the file room, ensuring recordkeeping practices comply with internal policies and external regulations.

In addition, provides administrative support to answer phone calls, front desk coverage, assist in preparation and ongoing compliance for accreditation and program certification activities.

Qualifications

• High School diploma or related work experience required.
• Minimum 2 years’ experience maintaining filing systems or scanning workflows.
• Ability to use Word processing, Microsoft Office and Windows.
• Commitment to mission and confidentiality is essential.

Responsibilities

• Maintains, organizes, and archives physical and electronic case records.
• Supports administrative needs: answer calls, front desk coverage, and receptionist duties.
• Assists in preparation and ongoing compliance for accreditation and program certification.
• Ensures data imports and indexing accuracy for Laserfiche records.

Skills

Strong organizational skills

Attention to detail

Multitasking

Communication skills

Education

High School Diploma or equivalent

Tools

Microsoft Office

Windows

Document management systems

Laserfiche

Job description

Job Title:

Records & Compliance Specialist

Job Classification (Exempt or Non-exempt):

Non-Exempt

Reports To:

CQI & Compliance Officer

Job Summary:

Maintains, organizes, and archives physical and electronic case records within the NCHS file room and ensures recordkeeping practices comply with internal policies and external regulations. In addition, provides administrative support to answer phone calls, front desk coverage, assist in preparation and ongoing compliance for accreditation and program certification activities.

Essential Duties and Responsibilities:

• Manages the daily operations and completion of the NCHS scanning project
• Ensures all files are scanned based on program type in accurate order and completes data imports of scanned records into Laserfiche program
• Ensures accuracy, indexing, and quality control of scanned records. g
• Maintains NCHS file room including physical file storage, tracks file movement, access, and storage lifecycle.
• Acts as a resource for retrieving files for program staff, ensuring return of files, and file organization,
• Ensures record handling aligns with regulatory requirements (e.g., retention schedules, confidentiality, audits)
• Demonstrates respect, appreciation, and sensitivity for confidentiality
• Participates within Continuous Quality Improvement program
• Supports internal audits and compliance reviews and assists in preparation and ongoing compliance for Council on Accreditation, program model certification and licensing review.
• Provides backup administrative services to handle incoming calls, greet visitors, and other receptionist duties.

Supplemental Duties and Responsibilities:

• Commitment to NCHS mission, vision, values, CQI initiatives, and strategic plan goals.
• Maintain a positive and cooperative relationship with internal and external professionals.
• Participation in agency committees as assigned.
• Positive representation of NCHS in all community settings.
• Ability to interpret and abide by NCHS policies and procedures.
• Embracing and championing NCHS’s mission,valuesand culture.
• Other duties as assigned by the supervisor and/or director.

Qualifications and Requirements:

1. Minimum education and experience:

• High School Graduate and/or related work experience
• Minimum 2 years’ experience maintaining filing systems and document management systems or scanning workflows
• Ability and/or willingness to learn, understand and utilize computer software and hardware applicable to the organization’s operations, including word-processing and Microsoft Office and Windows
• Supports the goals and missions of NCHS

2. Knowledge, skills, and abilities:

• Strong organization skills, attention to detail, and ability to multi-task.
• Knowledge of computer spreadsheets and database systems required.
• Knowledge of maintaining accurate filing systems required.
• Is able to work well with others.
• Needs good command of the English language and accurate spelling skills.
• Is able to understand priorities and procedures related to the Agency.
• Must be able to maintain confidentiality.
• Must be knowledgeable about how the agency operates and able to direct incoming calls to the proper party.
• The ability tofrequentlycommunicate with NCHS team members and community partnerships.
• Able to inspect written communication and respond to directions and hazards.
• Able to move equipment weighing up to 35 pounds.
• Occasionally ascends/descendsstairs in the building and home structures.
• Able tooperatea computer and other office equipment.
• Able to remain in a stationary position and move about different work environments.
• This position requires access to reliable and safe transportation.

4. Schedule demands (travel, adjustments to accommodate clients, weekends/evenings, etc.):

a. Scheduling is based on flex hours (regular business hours, evenings, weekends as needed).

a. Most of the work will be in an office environment at the NCHS Durham Office.

b. Travel between Omaha sites may be required.

Note:

The physical demands and work environment characteristics described above are representative of those that will be encountered by a person performing the essential duties and responsibilities of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential job functions.