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.
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
Answer multiple phone lines and direct calls to appropriate department when needed.
Other duties and special projects as assigned
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
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.
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)
2 years previous clerical or administrative experience
Prior compliance and/or internal company audit experience in a role similar to quality assurance
Ability to read and write in Spanish, highly preferred (based on service population and service area)
Physical Demands & Work Conditions
This position requires sitting and looking and using a computer for long periods of time
Position works in a child facility and has constant exposure to children
Lift, push, pull, move up to 50 lbs.
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, lift and/or move up to specified weight, and use equipment that is essential to performing the job, such as a computer, copier, fax machine, telephone, and automobile, if applicable. Specific vision requirements of this position may include color vision, seeing things close up, and the ability to adjust focus.
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.
Equal Employment Opportunity/M/F/disability/protected veteran status