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Records Specialist

Catholic Charities of San Francisco
San Rafael, CA
Records Specialist Location San Rafael, CA : ORGANIZATION SUMMARY: Catholic Charities is one of the largest, oldest, and most comprehensive nonprofit human services organizations in Northern California, annually reaching more than 60,000 vulnerable individuals of all faiths in San Francisco, San Mateo, and Marin Counties. With a staff of approximately 450, reaching peaks of nearly 600 with seasonal hires, a budget of $54.3 million, and a current governing board of 27, this venerable, fully-accredited, independent 501(c)(3) nonprofit addresses some of the most pressing community needs - homelessness, generational poverty, immigration, inequality, hunger, aging in isolation, and communicable disease - to name a few - with compassion and services of highest quality. Catholic Charities St. Vincent's ORR provides residential care and placement support to male unaccompanied minors ages 6 -17 in San Rafael, CA following the guidelines set forth by the Office of Refugee Resettlement. This program provides a safe, nurturing, and supportive environment that serves the whole child through comprehensive medical and mental health care, nutrition, educational programming, counseling, legal assistance, case management, religious access, and age-appropriate acculturation and recreation. With an emphasis on strengths- and evidence-based, client-centered, and trauma-informed care, delivered by an experienced bilingual staff, we will provide a secure and enriching environment for all youth. An individualized service plan will move each child toward a successful safe and timely release and permanent home placement while building a robust support framework that will follow the child upon entering their new community setting. The Records Specialists will assist with maintaining client records in the Master Files. The Records Specialists will make copies, file, audit, upload, and scan documents for all medical, case management, education, milieu, and clinical records. These positions will support the case management and clinical team in order that case managers and clinicians have more quality time to focus on the safe and timely release rather than “clerical” tasks. Candidates must be bilingual in Spanish and English. ESSE : N : TIAL : : D : U : TIES : : & R ESP ON SI B ILITIES : Demonstrate Leadership
  • Promote professional image of the agency through interpersonal interactions and appearance.
  • Develop and maintain professional and supportive relationship with all agency staff, volunteers, and community.
  • Make decisions, taking into considerations, the needs of individuals as well as the organization.
  • Demonstrate a team approach with peers and colleagues.
  • Discuss a difference of opinion without becoming upset, abusive, or otherwise defensive.
  • responsibility as appropriate but maintain accountability for accomplishment of activity.
  • Handle unanticipated events and crisis situations in a positive constructive manner- respond personally to clients, family members, sponsors, volunteers and community leaders.
  • Support current trends in professional area of responsibility.
Record Management
    • Assist to maintain client records in the Master Files.
  • Maintain accuracy in compliance with standards for Office of Refugee and Resettlement (ORR) and PA Department of Human Services (DHS) policy and procedures review. In addition, monitor compliance with Council on Accreditation (COA) standards.
    • Collect documentation from resident binders and health files according to protocol (as needed, weekly, and upon discharge as indicated)
    • Ensure all documents received are accurate and complete (dated and signed)
    • Follow procedures for proper maintenance and handling of the master files.
    • Conduct daily, weekly or monthly audits of assigned case load, as required.
    • Assist program staff in compilation of required clerical tasks.
Professional Development
  • Participate in team meetings, supervisory meetings, and other program meetings.
  • Demonstrate and utilize skills acquired through supervision and training.
  • Maintain confidentiality regarding clients, salary, staff, volunteers and supervision issues.
  • Adhere to the guidelines of HIPAA.
  • Attend mandatory trainings and other trainings to enhance professional development, participating in a minimum of 40 hours of required refresher trainings per calendar year—and assure that CPR and CPI training are completed annually within one year of the last date in which the employee last took them.
  • Promptly report; 1. any civil or criminal convictions, charges, arrests, investigations or adjudications— that may arise since staff member's last background investigations, including but not limited to, 2. having engaged in or attempted to engage in sexual abuse, sexual harassment or inappropriate sexual behavior; having been civilly or administratively adjudicated to have engaged in or attempted to engage in 1. or 2. above.
  • Nothing in this restricts management's right to assign or reassign duties and responsibilities to this job at any time.
QU : ALIFICATIO : N : S : To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. Education & Experience:
  • Must have high school degree, Bachelor's degree preferred.
  • Experience/knowledge of HIPAA compliance.
  • 21 years of age.
Knowledge, Skills & Abilities:
  • Administrative experience and a detailed eye.
  • Proficient computer skills to accomplish assigned tasks and ability to perform word processing tasks at a level II as defined by the Computer Competence Level System.
  • Possess office skills; Operate all office equipment, i.e. fax, scanner, copier, etc.
  • Must demonstrate respect for client's rights and safety.
  • Must possess exceptional time management and detail-orientation skills.
  • Excellent written and verbal communication skills.
  • Must be proficient in Microsoft Word, the Internet, and e-mail.
  • Act 33/34 and FBI Clearances Required. EOE.
  • Demonstrates the necessary attitudes, knowledge and skills to deliver culturally competent services and work effectively in cross-cultural situations.
DISCLAIMER: The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed. In accordance with the requirements of title II of the Americans with Disabilities Act of 1990 ("ADA"), Catholic Charities SF does not discriminate against qualified individuals with disabilities on the basis of disability in its services, programs, or activities. Furthermore, Catholic Charities SF does not discriminate on the basis of disability in its hiring or employment practices and complies with all regulations promulgated by the U.S. Equal Employment Opportunity Commission under title I of the ADA CATHOLIC CHARITIES IS AN EQUAL EMPLOYMENT OPPORTUNITY EMPLOYER and is committed to providing equal employment without regard to race, color, creed, religion, national origin, ancestry, age, sex, sexual orientation, gender identity, legal domicile status, veteran status, disability or AIDS/HIV status or any other characteristic protected under federal or state law. Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records.
Posted 2025-09-11

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