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The Arc Erie County New York has been supporting children and adults with disabilities, and their families in achieving their desired quality of life by creating opportunities through comprehensive services for over 71 years.

Our Company: Are you ready to Achieve with The Arc Erie County? The Arc Erie County is deeply dedicated to the people we support and their families who rely on our expertise to assist them in the discovery and delivery of life-long educational, employment, vocational, residential and support programs and resources.

Our Position: We are currently seeking a Document Management Specialist to maintain our records for individuals receiving services. This position also involves:

• Maintaining accurate records for administrative support (file preparation, typing, scanning, data entry, etc.)

• Assisting with the retrieval of records for auditing activities and record requests

• Ensures that the proper timeline and procedure is followed for the long-term storage and/or destruction of documentation.

Our Rate of Pay: $ 17-20 per hour, 40 hours per week

Our Requirements:

• Associate degree PLUS (1) yr of administrative office experience OR

• High school diploma or equivalent diploma PLUS (2) yrs. of administrative office experience

Our Benefits: What can The Arc Erie County offer you?

• Affordable Benefit package (medical, dental & vision)

• Excellent and automatic PTO!

• Desirable work-life balance

• Opportunity for advancement

• On-demand pay

• 403b Retirement plan w/ employer contribution

• On the job, paid training

• Positive & diverse work environment

  Job Description

Job Title:

Document Management Specialist

Department:

Program Administration

Job Grade:

2

Position Summary:

The Document Management Specialist is responsible for the maintenance of records for individuals receiving services. Performs duties involved in maintaining accurate records and for administrative support work such as file preparation, typing, scanning, quality control, data entry, record maintenance, retrieval, and destruction.

Reporting Relationship:

Reports directly to the Director of Program Administration. Directs and manages the document management team, ensuring effective collaboration with program directors for proper record maintenance.

Job Duties and Responsibilities:

• Maintains both hard and electronic copies of records; creating new files and filing submitted documents.

• Assists with the retrieval of records for auditing activities and record requests.

• Responsible for file maintenance in many areas across the agency including bulk filing and scanning operations.

• Ensures that the proper timeline and procedure is followed for the long-term storage and/or record destruction of documentation.

• Purges records at year end or upon termination and transfers purged records to long-term storage and/or record destruction according to Agency policy.

• Facilitates and assists program areas with file preparation, quality control, and purging process.

• Maintains various programmatic document management and record retention policies and implements, as necessary.

• Compiles data for informational reports and disseminates them on a routine basis.

• Maintains confidentiality including FERPA HIPPA and PHI.

• Adheres to regulatory guidance from all governing bodies including OPWDD, SED, OMIG, OCFS and DOH.

• Other duties as assigned.

Qualifications and Education Requirements:

Associate’s Degree PLUS one year of administrative office experience.

OR

High School diploma or equivalent diploma PLUS two years of administrative office experience.

PLUS

Knowledge and understanding of required documents for various programs including programmatic, medical, and financial records for individuals receiving services.

Proficient knowledge of Microsoft Word, Excel, and Outlook email.

Essential Job Functions:

• Physical demands and Exposure Risk outlined on attached form (A)

• Mental Requirements:

The ability to read, write, analyze, be perceptive/comprehensive, show good judgment, have good decision-making skills, independent action, planning & prioritizing and follow directions. Work independently as well as cooperatively with others. Must be able to meet job-related deadlines accordingly.

• Human Relations Skills:

The ability to communicate positively with individuals. Receive supervision and instruction in a positive manner. Adhere to and administer Agency’s policies, procedures, rules, and regulations. Always maintain a professional attitude and appearance.

• Equipment Operation:

Proficient in the operation of computers, copiers, and scanners.

Agency Principles:

• All staff members will assure and demonstrate the promotion of fundamental rights and protection for those we support. These include practices that always treat people with dignity and respect, ensure safety, best possible health/well-being and provide the person with continuity and personal security using natural supports, positive relationships and opportunities for integration in the community. Staff members should also advocate and work toward assisting the people we support through person-centered planning to achieve the personal outcome goals that they have chosen by facilitating the plans and positive supports necessary to assist the person in progressing toward each outcome.

• Demonstrates the agency values of integrity, respect, responsibility, trust, teamwork, positive attitude, learning and honesty in working with students (persons), families, colleagues, and members of our community.

• Good attendance is vital for the efficient and effective operation of quality programming and is an essential job function of this position.

This position is NON-EXEMPT from the overtime requirements of the Fair Labor Standard Act.

The Arc Erie County New York retains the right to change this job description at any time.

I have received and reviewed the above job description and essential physical demand form.

I can perform the assigned job duties. I agree to the job responsibilities therein.

__ WITHOUT reasonable accommodations.

_WITH reasonable accommodations.

If a reasonable accommodation is needed, please explain:

Signature Date

“The Arc Erie County New York is an Equal Opportunity Employer”

The Arc Erie County New York is an Equal Opportunity/Affirmative Action Employer and strong advocate of workforce diversity. Minority/Female/Sexual Orientation/Gender Identity/Disability/Veteran.

Job Details

Job Family Arc Erie

Pay Type Hourly

Education Level High School

Hiring Min Rate 17 USD

Hiring Max Rate 20 USD