Records Management Specialist

Arizona Department of Administration•Phoenix, AZ

2d•Onsite

About The Position

The Department of Economic Security, Division of Developmental Disabilities (DDD), is seeking an experienced and highly motivated individual to join our team as an Records Management Specialist. DDD provides individuals with developmental disabilities, and their families, services and supports that are flexible, high quality, and member driven. These services provide individuals with opportunities to exercise their rights and responsibilities of independent decision-making and engagement in the community. Applicants for this position cannot be licensed or certified by the DDD Office of Licensing Certification and Regulation, cannot have a principal interest in or have a spouse or close family with principal interest in a DDD Qualified Vendor Agreement, and cannot be employed or subcontracted by a DDD Qualified Vendor.

Requirements

Division's confidentiality policy and practices
Medical records keeping practices
Record indexing in alpha & numeric filing system.
DES, AHCCCS, Department of Administration, DHS, and other state government agencies and state service policies, procedures and operations
Basic program rules, regulations, and operating/system procedures
LAN applications (FOCUS) and other computer software programs
Methods for tracking work with time sensitive timelines
Organizing a high volume of incoming records, work load management, prioritizing work duties and staying on task.
Using computer software/programs, e.g., (Google Suite)
Oral and written communication.
Planning, organization, and time management.
Work independently and within diverse work teams
Prioritize work showing attending to details
Contribute to problem solving, idea sharing and process improvement
Resolving issues related to record retrieval and collection management
Ability to adapt to new technology and changing compliance demands
Read, understand and apply the federal and state laws pertaining to the record requests, records management, and HIPAA requirements.

Nice To Haves

Experience with completing requests for records and records management practices.
Valid AZ Drivers License is preferred.

Responsibilities

Identifies the locations of physical and electronic records needed to process public record requests.
Reviews all records and provides them or additional information to the requester.
Redacts protected health information if applicable.
Ensuring records requests meet minimum retention standards and are stored in accordance with the AZ State Library's regulations.
Uploads required documentation into the DES Public Records Portal.
Supports large-scale Division records management projects (e.g., records digitization, permanent records).
Identify the location of physical/electronic records within the Division and inventory all records for Division Members.
Ensuring consistency of the public records request procedures by completing audits of completed requests.
Ensuring requests for member records include the Accounting of Disclosure form per the requirements of the Health Insurance Portability and Accountability Act.
Increasing DDD staff and customer awareness of the public records request process by conducting training and education activities in coordination with the Records.

Benefits

Affordable medical, dental, life, and short-term disability insurance plans
Participation in the Arizona State Retirement System (ASRS) and long-term disability plans
10 paid holidays per year
Paid vacation and sick time
Paid Parental Leave-Up to 12 weeks per year paid leave for newborn or newly-placed foster/adopted child.
Deferred compensation plan
Wellness plans
Tuition Reimbursement
Stipend Opportunities
Infant at Work Program
Rideshare and Public Transit Subsidy
Career Advancement & Employee Development Opportunities