Upbring Careers

Compliance/File Clerk

Job ID
2017-2784
US-TX-Corpus Christi
Type
Regular Full-Time
Shift/Hours
1st Shift
# of Openings Remaining
1

Overview

Upbring, the new Lutheran Social Services of the South, is a 135 year-old nonprofit organization with a rich legacy of serving vulnerable people across Texas. Its mission is to break the cycle of child abuse by empowering children, families and communities. Upbring serves more than 30,000 people annually and provides innovative programs and services for children including foster care, adoption, education, residential treatment and community services. For more information, visit Upbring.org.

Responsibilities

Job Summary:

The Compliance/File Clerk is responsible for filing and auditing resident case files, entering and maintaining information and data into the information systems, maintaining well organized program records and files in accordance to program filing and record keeping standards in accordance to the Office of Refugee and Resettlement (ORR) standards, Agency and licensing standards, and other federal, state, and local regulatory requirements.

 

 

Job Description:

Essential duties (These duties may be performed as primary or back-up)

Case File Management

  • Actively participate in the preparation and internal auditing of resident case files; ensure all case files are complete, include all the necessary paperwork, and meets ORR and other federal, state, and local regulatory requirements; report any discrepancies or deficiencies to management in a timely manner; provide suggestions for improvements with case file documentation and/or auditing
  • Prepare case files upon notification of licensing, accreditation, ORR, or other federal, state, and local regulatory on-site auditing
  • Track and report trends associated with accuracy and completeness of case files in accordance to regulatory requirements
  • Create reports of audited case files and other requested information
  • Work closely with management to create policies, procedures, and processes for completing, maintaining and auditing case files
  • Ensure the confidentiality of all information documented in case files; adhere to HIPPA regulations
  • Other special projects and ad-hoc tasks as assigned

General Duties:

  • Locate, retrieve, and make copies of information from files as requested
  • Perform clerical work pertaining to updating, filing, storing, and locating files, records, and reports
  • Regularly audit files to ensure correct placement, legibility, and other proper filing expectations according to program standards, ORR regulations, and other federal, state, and local regulatory requirements
  • Monitor and evaluate the filing process and make recommendations for improvement for file location, storage, space allocation, and/or the filing process
  • Maintain records and files to meet department and facility needs and compliance with regulatory requirements
  • Ensure confidently of all information documented in files; adhere to HIPPA regulations
  • Sort and distribute mail
  • Complete data entry and reports upon request
  • Complete administrative and clerical duties, such as scanning, faxing, copying, printing, and scheduling meetings and appointments as requested
  • Other duties and special projects as assigned

Working Relationships:

  • Maintain positive working relationships and ensue internal and external contacts receive courteous and professional customer service at all times.
  • Develop and maintain positive working relationships with management and staff to ensure case files are completed, submitted, and stored in a manner that is in compliance with ORR regulations and other federal, state, and local regulatory requirements.
  • Work as a member of the team and exhibit professional behavior and a positive attitude with both internal and external clients that reflects positively on the Agency and is consistent with Agency policies and practices.

Qualifications

 

Minimum qualifications:

  • High School diploma or equivalent
  • 1 year clerical or administrative experience
  • Ability to work in a fast-paced environment, while maintaining excellent customer service skills
  • Self-starter with the ability to take initiative and work with limited supervision
  • Works well in a team environment and can work well independently
  • Strong organizational and time management skills
  • Strong people and interpersonal skills with the ability to work and interact with diverse groups of people
  • Ability to read and write and accurately file in alphabetical or numerical order
  • Proficient use of Microsoft Word, Excel, and Outlook
  • Bilingual in English and Spanish (based on service population and service area)

Preferred Qualifications:

  • 2 years previous clerical or administrative experience
  • Ability to read and write in Spanish, highly preferred (based on service population and service area)

 

The physical requirements for this position with or without reasonable accommodation are representative of those that must be met by an employee to successfully perform the essential functions of this position. While performing this position the employee with or without reasonable accommodation should have the ability to walk, stand, sit, kneel, speak, and hear with aid, see, read, reach with arms and hands, and use equipment that is essential to performing the job, such as a computer, copier, fax machine, telephone, and automobile, if applicable. This position requires constant hand motion and talking.  This position will require bending, kneeling, reaching, standing, sitting, and viewing a computer for long periods of time. It will also require frequent walking and the ability to move, shift, lift, or carry up to 50lbs with or without assistance.

 

The statements herein indicate the general nature and essential duties and responsibilities of work performed by an employee in this position. It is not intended to be an exhaustive list of all duties, responsibilities, knowledge, skills, and abilities required to perform the job. Management may assign or reassign duties and responsibilities of the job and may request the employee to perform other duties and responsibilities not listed at his/her discretion. This job description is not a contract between the employee occupying the position and the employer. Upbring is an at-will employer.

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