Job description

Department/Program: Records

FLSA Status: Non-Exempt

Job Summary: Prepare assigned file sections according to Federal, State and agency regulations. Support various quality assurance functions, including but not limited to document date sequence and document placement. Sort, arrange, and file according to standardized file tab sections, ensuring timely and accurate filing. Facilitate customer service access to client files.

Essential Duties:

• Inspect documents, remove staples, duplicates, and separate documents not appropriate to file. File all incoming filing according to standardized file sections per assignment. 60%
• Maintain department case list with a high degree of accuracy 10%
• Audit filing to ensure all has transferred to the client file 10%
• Prepare Notice of hearing spread sheet and notify agencies by e-mail 10%
• Facilitate access to client case file 10%
• Other Duties As needed

Supervisory/Decision Making Authority:

This position does not require customary supervision and management of at least 2 or more full-time employees.

Two examples of the most common decisions made independently by this position on a regular basis without following prescribed procedures:

1. Provide quality customer service with assisting visitors, and case management agency staff.
2. Ability to interpret, adapt, and apply guidelines and procedures. Ability to work independently and utilize initiative, and capable of prioritizing and meeting given deadlines.

Contribution and Impact:

Ensure documents are filed according to the standardized tab sections and filed timely. Provide agency staff legal notices.

Strategic Value:

Ensuring agency staff have access to client records and ensure accuracy of filing for easy accessibility of information. Promote a supportive work environment to provide outstanding service to our clients.

Minimum Qualifications:

Education: High school diploma or equivalent required

Experience: Two years general office experience required.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The qualifications listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Ability to:

• Represent self and the organization in a professional manner
• Work independently with little direct supervision
• Think and write creatively
• Assess a situation and make appropriate recommendations/ decisions
• Research, organize and analyze data
• Solve problems and to think through critical, time sensitive issues
• Establish and maintain relationships
• Work collaboratively with staff at all levels in the organization
• Follow through on commitments, projects and responsibilities
• Read, research and interpret documents such as newspapers, contracts, manuals, journals, financial reports, etc.
• Communicate effectively through writing including articles, presentations, speeches, reports, correspondence, and documentation.
• Speak effectively before small and large groups.
• Calculate figures and amounts.
• Maintain confidential information

Skills:

• Strong Written and Verbal Communication
• Strong follow-up and follow through
• Strong organizational and time management
• Proficiency in Excel and Microsoft Word. Experience with PowerPoint

Other Requirements:

• Clear a Level II background screening.
• Clear a reference check (professional and personal).
• Clear a local background check from the County in which you reside.
• Clear a substance abuse screen.
• Provide a copy of all degrees prior to your first day of employment.
• Clear an E-Verify check to substantiate that the successful candidate meets the Department of Homeland Security authorization requirements to work in the United States (for more information visit www.dhs.gov/e-verify).

Job Type: Full-time

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Ability to commute/relocate:

• Dade City, FL 33525: Reliably commute or planning to relocate before starting work (Required)

Education:

• High school or equivalent (Preferred)

Experience:

• Office/Clerical: 2 years (Required)

Work Location: One location

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