File Clerk

Brazos Valley Council on Alcohol and Substance Abuse•Bryan, TX

1d•Onsite

About The Position

Organize and maintain agency file rooms and make sure that all rules and regulations are followed. Organize and maintain client files in BVCASA's Central File Room and other filing locations. Accurately and consistently file documentation in client charts consistent with BVCASA deadlines. Ensure that DSHS and TDCJ files are separately located in the Central File Room. Assist Counselors and other staff in locating and appropriately filing client files. Assist staff in organizing and maintaining file archives, including client files, human resources files, and accounting files as needed and requested. Ensure filing, archiving, and disposal of file records are maintained in accordance with federal, state, and BVCASA guidelines, including confidentiality laws, rules governing records disposal, and record retention requirements. Retrieve archived files as needed for audits, subpoenas, and other verified records requests. Assist others with clerical duties but not to preclude file room responsibilities. Provide coverage for the receptionist's breaks as needed. Perform other duties as assigned by the Supervisor. Maintain client confidentiality in accordance with Federal Confidentiality laws and BVCASA policy and procedures. Complete all documentation and reports in a timely manner as required to meet deadlines. Respond to all communication from both internal and external sources in a timely manner. Participate in agency-wide activities as needed in order to meet the goals and objectives of the organization in furthering its mission. Serve as a back-up receptionist at both locations, when needed and available.

Requirements

Graduation from an accredited high school or GED.
A minimum of two years’ experience in office management, filing systems, or clerical duties.
Must have a current driver's license, reliable transportation, and a telephone.

Nice To Haves

Demonstrated familiarity with file room operations
Ability to communicate effectively, orally, and in writing
Ability to establish and maintain effective working relationships with staff, clients and the general public
Basic computer proficiency.
Ability to represent BVCASA with a positive image
Must have a high standard of professional ethics and integrity with all clients, within the community and with BVCASA personnel.
Must have and maintain a general level of good health-physical, mental and emotional.

Responsibilities

Organize and maintain client files in BVCASA's Central File Room and other filing locations.
Accurately and consistently file documentation in client charts consistent with BVCASA deadlines.
Ensure that DSHS and TDCJ files are separately located in the Central File Room.
Assist Counselors and other staff in locating and appropriately filing client files.
Assist staff in organizing and maintaining file archives, including client files, human resources files, and accounting files as needed and requested.
Ensure filing, archiving, and disposal of file records are maintained in accordance with federal, state, and BVCASA guidelines, including confidentiality laws, rules governing records disposal, and record retention requirements.
Retrieve archived files as needed for audits, subpoenas, and other verified records requests.
Assist others with clerical duties but not to preclude file room responsibilities.
Provide coverage for the receptionist's breaks as needed.
Perform other duties as assigned by the Supervisor.
Maintain client confidentiality in accordance with Federal Confidentiality laws and BVCASA policy and procedures.
Complete all documentation and reports in a timely manner as required to meet deadlines.
Respond to all communication from both internal and external sources in a timely manner.
Participate in agency-wide activities as needed in order to meet the goals and objectives of the organization in furthering its mission.
Serve as a back-up receptionist at both locations, when needed and available.