Records Coordinator

Community Partnership for Children; Florida; On-site; USD 28,000 - 34,000; Full time

Job summary

Community Partnership for Children in Daytona Beach, FL is seeking a Records Coordinator to ensure accurate filing of agency records and adherence to policies, including HIPAA. The role involves maintaining FSFN and My Jump Vault, performing audits, and supporting archival activities across locations.

The position requires at least a High School Diploma or GED and a minimum of one year of experience. Strong Excel/Word skills and confidentiality are essential.

Qualifications

• Ability to maintain confidentiality of sensitive data.
• Strong organizational and prioritization skills.
• Self-management of time and tasks.
• Ability to collaborate with colleagues and teams.
• Analytical attention to details.
• Knowledge of Excel and Microsoft Word.
• Experience in data entry and web-based systems.
• Microsoft Office experience (Word/Excel).
• Excellent communication and interpersonal skills.

Responsibilities

• Upload documents in FSFN and My Jump Vault.
• Maintain daily file organization across areas; conduct room checks.
• Perform routine internal record audits of processes and documents.
• Provide administrative support at multiple office locations.
• Process verbal records requests and redact files as needed.
• Process information requests from client files with proper authorization.
• Maintain tracking systems for document uploads in FSFN and MJV.
• Support records archives management and retrieval tasks.
• Assist Records Supervisor with compliance tasks.
• Communicate record inquiries and discrepancies with stakeholders.

Skills

Confidentiality

Organization

Time management

Teamwork

Attention to detail

Excel

MS Word

Data entry

Office software

Communication

Education

High School Diploma or GED

Job description

Records Coordinator
Location: Daytona Beach, FL
Salary Range: $31,200.00 DOE
Exempt/Non-Exempt: Non-Exempt
Employment Type: Full Time

POSITION SUMMARY

To ensure accurate and timely filing of vital agency records according to approved policies and procedures. To ensure efficiency, consistency, and compliance of all approved agency policies and procedures, including contractual and HIPAA regulations.

PRINCIPAL DUTIES AND RESPONSIBILITIES:

• Assists with uploading documents in FSFN electronic filing system and My Jump Vault
• Ensures appropriate daily maintenance of files in designated areas including weekly record room checks for files signed out.
• Conducts routine internal record audits on internal processes and needed documents.
• Provides administrative support as needed in any of our office locations
• Processes verbal records request.
• Responsible for redaction of files for all records requests.
• Upon proper verbal or legal records request, assists with the processing of requests for information from client files.
• Assists with maintaining tracking systems for documents Records Staff is responsible to upload in FSFN and My Jump Vault (MJV) systems.
• Maintains Business Archives management system and participates in records archiving and Business Archives record retrieval.
• Supports the Records Supervisor in compliance tasks.
• Communicates effectively with agency, clients, and system partners regarding record inquiries and/or resolution of discrepancies
• Provide technical assistance to CPC staff regarding records processes, as required
• Other duties as assigned.

This list of essential functions is not intended to be exhaustive. Community Partnership for Children reserves the right to revise this job description as needed to comply with the actual job requirements.

EXPERIENCE/PERFORMANCE REQUIREMENTS (Knowledge, skills and abilities):

• Ability to maintain confidentiality of sensitive data.
• Effective organizational and prioritization skills
• Ability to self-manage time efficiently
• Ability to collaborate and work effectively with team members
• Analytical attention to details
• Knowledge of Excel and Microsoft Word.
• Experience and knowledge in data entry and web-based information systems
• Experience in Microsoft office - Word and Excel.
• Communication and interpersonal skills
• Minimum of 1 year experience.
• Ability to travel to off-site locations
• One year experience in record keeping, preferred.

EDUCATION REQUIREMENTS
REQUIRED:

• High School Diploma or GED equivalent.

LICENSES AND CERTIFICATIONS

Possess a current Background Clearance Screening Letter as required by DCF; and successfully complete the background screening requirements for Community Partnership for Children.
If local travel is required, a Valid Florida driver's license and documentation of current automobile insurance.

PHYSICAL DEMANDS AND WORK ENVIRONMENT

Employee will work in an office/clerical environment. The employee will work predominantly seated with recurrent need to walk, stand, and bend from the waist. Occasional lifting, stooping, and climbing may be required. Occasional local travel.

GENERAL INFORMATION

The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities, and skills required of personnel so classified. This job description should not be construed to constitute contractual obligations of any kind or a contract of employment between Community Partnership for Children and any employee. Employment at Community Partnership for Children is "at-will" and either party can terminate the employment relationship at any time, with or without just cause.