File Clerk Full Time

Special for Service Groups, Inc.
Job Announcement

Title: File Clerk Division: HOPICS
FLSA: Full-Time (Non-Exempt) Supervisor: Quality Assurance Manager
Pay Range: $21.00-$24.00 per hour Revised: 10/11/2024

Summary
Under the supervision of the Quality Assurance Manager, the File Clerk will file items in alphabetical or numerical order or according to the filing system used. This individual will grant access to the file room and file cabinets, as needed by specific staff. Locate and remove material from files when requested.

Essential Functions

• Processes requests for files.
• Keep records of materials filed or removed, using log books or computers.
• Maintain order of the file room daily.
• Add new material to file records or create new records as necessary.
• Perform general office duties such as typing, operating office machines, and sorting mail.
• Track materials removed from files to ensure that borrowed files are returned.
• Gather materials to be filed from departments or employees.
• Must be proficient in using computer systems and have the ability to work efficiently in a fast-paced environment.
• Enter document identification codes into systems to determine the locations of documents to be retrieved.
• Sort or classify information according to guidelines, such as content, purpose, user criteria, or chronological, alphabetical, or numerical order.
• Find and retrieve information from files in response to requests from authorized users.
• Scan or read incoming materials to determine how and where they should be classified or filed.
• Place materials into storage receptacles, such as file cabinets, boxes, bins, or drawers, according to classification and identification information.
• Assign and record or stamp identification numbers or codes to index materials for filing.
• Answer questions about records or files.
• Modify or improve filing systems or implement new filing systems.
• Perform periodic inspections of materials or files to ensure correct placement, legibility, or proper condition.
• Eliminate outdated or unnecessary materials, destroying them or transferring them to inactive storage, according to file maintenance guidelines or legal requirements.
• Operate mechanized files that rotate to bring needed records to a particular location.
• Design forms related to filing systems.
• Retrieve and disperse mail for clients, staff, vendors, and/or the agency.
• Retrieve and fulfill requests for documentation contained in client file(s) and maintain a log indicating the date a request was received and the date the request was fulfilled.
• Organizes and archives records and documents.
• Secures and protects the privacy of documents.
• Scans paper documents and verifies that scanned documents are clear and legible.
• Discards documents when required in accordance with official procedures.
• Checks and corrects documentation and placement of previously filed documents/charts.
• Filing and categorizing of billing information.
• Scan and upload documents in Electronic Health Record (EHR) system on an on-going basis.
• Create new client charts, including labels.
• Regular attendance required. Other duties as needed and Overtime, holiday, or weekend work might be required.
• Maintain appropriate boundaries; and adhere to SSG’s Code of Ethics and HOPICS’ Core Values.
• Represent the Agency in a professional manner at meetings and community events.
• Maintain files/records on client services in compliance with HIPAA & CFR42 and other funding requirements for auditing purposes.
• Regular attendance required.
• Other duties as needed.
• Perform any other appropriate responsibilities as assigned by the Quality Assurance Manager. Other duties as needed and Overtime, holiday, or weekend work may be required.

Minimum Qualifications – Knowledge, Skills and Abilities Required

• High school diploma or GED equivalent.
• Verification of Employment Eligibility and Background Clearance.
• Customer-focused attitude, with a high level of professionalism and discretion.
• Excellent communication skills, oral and written.
• Excellent organizational skills and attention to detail.
• Computer literate, with basic knowledge of Microsoft Office Word, and Excel as well as a high level of initiative in keeping current with technological change.
• Proficient in data entry, document printing, scanning, and copying.
• Ability to pay attention to detail, work independently, and exceptional organizational skills.
• Good basic clerical skills, including typing, ability to proofread own work, good grammar, and spelling.
• TB test required (Not more than (3) months prior to or (7) days after Date of Hire and renewed annually thereafter).
• CPR and First Aid Certification required within 30 days of employment.
• Driver’s License and auto insurance required.
• If in recovery, a minimum of three (3) years of being drug and alcohol free is required.

Supervisory Responsibilities
This position does not have any supervisory responsibilities.

Environmental Conditions (Working Conditions)

• Work conducted in an office setting. Some responsibility is also involved in working in noisy environments where adults are free to talk loud and expressively. Must be able to work effectively and produce quality work under pressure. Local automobile travel is required. While driving for training or performing other duties there may be exposure to weather conditions prevalent at the time, noise, moving vehicles, high crime rate areas, odors, fumes, pollen etc.

Physical Requirements

• The employee is regularly required to sit; use hands to finger, handle, or feel objects, tools, or control; reach with hands and arms and talk or hear; frequently required to stand, walk, and kneel; occasionally to climb, balance, or stoop; rarely to crouch or crawl. The position also requires driving a personal vehicle. The employee is required to occasionally lift and/or move items weighing up to 25 pounds and should have the capacity to push objects weighing up to 50 pounds with the aid of appropriate equipment.

Mental Requirements

• This position will require the individual to be able to handle any/all the following: constant distractions, interruptions, uncontrollable changes in priorities/work schedules be able to process information, think and conceptualize.

Special Service for Groups is an Equal Opportunity/Affirmative Action Employer

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