Records Specialist

Full Time
Outagamie
Posted 2 weeks ago
Reporting to the Supervisor System Support, the Records Specialist provides specialized administrative functions to assist the Department of Health and Human Services and the public with release of information and open records requests and performs a variety of tasks in relation to the control, inventory and overall management in the disposition, and management of these records for the department.

*The start of this role is not until after January 1, 2023.
Hours for the role are:  Monday-Friday 8:00 AM-4:30 PM, overtime is possible.
Remote Work is a potential 1 day a week after successful introductory period.

Outagamie County Offers:

  1. Health, Dental, and Vision options, start the 1st of the month following 30 days of employment.
  2. HSA (Health Savings Account) available with employee/employer contributions or a FSA (Flexible Savings Account) is available.
  3. Life Insurance for Full-Time Employees (Paid for by the County)
  4. Short-term Disability (optional)
  5. Long term Disability available for Full-Time Employees (Paid for by the County)
  6. Vacation, Comp Time, Sick Leave, Paid Holidays up to 12 days
  7. Continuing Education
  8. Pet Insurance
  9. Retirement Options:
  • Deferred Comp (Public Sector Retirement Savings Plan)
  • Wisconsin Retirement System (retirement plan in which the county pays a portion and employee pays a portion) **8th Largest Pension Fund in the U.S./25th Largest Public or Private Pension in the world!
 Key Responsibilities:
The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned.

·        Files and retrieves case records and documents in accordance with procedures, rules and policies.

·        Provides physical security in the monitoring and controlling of highly sensitive and confidential case records.

·        Reviews statutes, Supreme Court rules and other governing laws regarding the rules of open records and release of information.

·        Coordinates and manages the off-sight record storage areas as needed.

·        Works with the general public for records requests.

·        Coordinates office automation technologies relating to records control.

·        Ensures safekeeping of records by conducting surveillance of the general public as they review the records.

·        Inventories records prior to authorized release and prepares general index receipt and inventories record upon their return.

·        Coordinates records with staff.

·        Performs record searches utilizing state systems utilized by the Health and Human Services department.

·        Prepares billing statements related to record requests.

·        May participate in receiving paper appearance documents.

·        Maintains regular and predictable attendance, works overtime/extra hours as required.

·        Performs other duties as assigned.

·        Maintain highly confidential records, including HIPAA information.

 Education/Certifications/Experience Requirements:
·        Graduate from high school or G.E.D.

·        At least three years clerical/secretarial experience preferably in health care records, with filing systems, office automation and records control.

·        Or any combination of education and experience that provides equivalent knowledge, skills, and abilities.

 Required or Preferred Skills:
·        Knowledge of and ability to use established practices and medical office tools and equipment including fax machines, copiers, telephones and administrative manuals.

·        Knowledge of computers and printers including software used by the department.

·        Ability to write legibly using appropriate grammar and spelling.

·        Ability to maintain confidentiality.

·        Ability to effectively communicate in English and understand and follow written and oral instructions.

·        Knowledge of and demonstrated ability to conform to goals, policies and procedures of the Department, Health and Human Services as well as the Outagamie County Work Rules and Terms of Employment.

·        Demonstrated ability to comply with appropriate safety regulations.

·        Ability to work semi-independently making sound decisions using good judgment.

·        Ability to budget time and schedule work to efficiently complete tasks.

·        Ability to effectively use tact and diplomacy with clients, co-workers, the general public, etc.

·        Demonstrated reliability in attendance and flexibility to work hours.

·        Ability to organize and schedule work cooperatively and effectively with co-workers.

·        Demonstrated proficiency at typing and other general clerical skills.

·        Demonstrated ability to use and interpret medical terminology.

·        Ability to lift, carry, push, pull or otherwise move objects up to 15 pounds, understanding and utilizing proper body mechanics.

·        Demonstrated willingness to work out any conflicts with others.

OUTAGAMIE COUNTY IS AN EQUAL OPPORTUNITY EMPLOYER. IN COMPLIANCE WITH THE AMERICANS WITH DISABILITIES ACT, THE COUNTY WILL PROVIDE REASONABLE ACCOMMODATIONS TO QUALIFIED INDIVIDUALS WITH DISABILITIES AND ENCOURAGES BOTH PROSPECTIVE EMPLOYEES AND INCUMBENTS TO DISCUSS POTENTIAL ACCOMMODATIONS WITH THE EMPLOYER.

Job Features

Job CategoryAdministrative

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