File Clerk

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

About The Position

Organize and maintain agency file rooms and make sure that all rules and regulations are followed. This role involves organizing and maintaining client files in BVCASA's Central File Room and other filing locations, ensuring accurate and consistent filing of documentation in client charts consistent with BVCASA deadlines. The File Clerk will also ensure that DSHS and TDCJ files are separately located in the Central File Room and assist Counselors and other staff in locating and appropriately filing client files. Additionally, the role supports staff in organizing and maintaining file archives, including client, human resources, and accounting files, and ensures all filing, archiving, and disposal of file records comply with federal, state, and BVCASA guidelines, including confidentiality laws, rules governing records disposal, and record retention requirements. The File Clerk will retrieve archived files as needed for audits, subpoenas, and other verified records requests, and assist others with clerical duties while maintaining file room responsibilities. The position also includes providing coverage for the receptionist's breaks and performing other duties as assigned by the Supervisor. Maintaining client confidentiality in accordance with Federal Confidentiality laws and BVCASA policy and procedures, completing all documentation and reports in a timely manner, responding to all communication promptly, and participating in agency-wide activities are also key aspects of this role. The File Clerk will also 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.
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.
Must have a current driver's license, reliable transportation, and a telephone.

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.