Records Management Specialist Jobs

GENERAL SUMMARY

The Housing Choice Voucher (HCV) Records Management Specialist assistance with obtaining documents in support of the HCV Programs client file records. The employee may perform some or all of the duties listed below. Reports to the Assistant Team Leader.

PRINCIPAL DUTIES AND RESPONSIBILITIES

• Inspecting each document and enhance any document necessary to ensure the document scanners achieve a quality image.
• Record the disposition and location of all client files currently leased and/or terminated.
• Coordinate with staff in distributing files as needed.
  • Ensure documents are scanned correctly to satisfy overall quality requirements for legibility and readability.
  • Familiarity with the client system and client forms ensures documents are scanned to the correct department and indexed under the right document type.
• Responsible for scanning client documents.
  • Responsible for indexing documents based upon the workflow to the queue in OnBase.
  • Inspecting each document and enhance any document necessary to ensure the document scanners achieve a quality image.
• Communicate with clients to obtain necessary documents.
  • Record the disposition and location of all client files currently leased and/or terminated.
  • Assist with document management of files in preparation for annual re-exam, interim, re-determinations, audits, and special requests.
  • Recommend policies and procedures for the file room, as well as, making changes when necessary.
• Assist with document management of files in preparation for annual re-exam, interim, re-determinations, audits, and special requests.
• Provide excellent customer service to clients, both external and internal.
• Familiarity with the client system and client forms ensures documents are scanned to the correct department and indexed under the right document type.
• Send documents to clients using DocuSign, Adobe, and other standard document types.
• Perform other duties as assigned.
• Responsible for indexing documents based upon the workflow to the queue in OnBase.
• Develop and maintain systems to file and track all HCV client files, both current, expired, and archived effectively, utilizing computer and manual systems.
  • Send documents to clients using DocuSign, Adobe, and other standard document types.
• Ensure documents are scanned correctly to satisfy overall quality requirements for legibility and readability.
• Recommend policies and procedures for the file room, as well as, making changes when necessary.

KNOWLEDGE, SKILLS, AND ABILITIES

• Skilled in Record Management.
• Possess a willingness to work, is trustworthy, dedicated to accuracy, and efficient in performance.
• Ability to perform data entry using computer keyboard and computer scanning equipment to conduct inventory and inventory tracking.
• May be required to assist with lobby procedures, including working with the public.
  • Possess a willingness to work, is trustworthy, dedicated to accuracy, and efficient in performance.
• Knowledge of Housing Choice Voucher Program rules and guidelines.
• Ability to lift 10-15 pounds (e.g., a box of paper).
• Ability to work with minimum supervision and exhibit good judgment.
  • Ability to perform data entry using computer keyboard and computer scanning equipment to conduct inventory and inventory tracking.

COMPLEXITY / SCOPE OF WORK

• Work performed by the employee ranges from relatively routine to unusual.
  • The employee identifies work that needs to be done, prioritizes, coordinates efforts, and performs the tasks.
  • Occasionally, the employee must make decisions regarding unusual or sensitive situations and must develop new solutions.
• The employee’s work affects other employees.
  • Performing work tasks effectively, efficiently and with compassion enhances relationships between the residents, employees, general public, and the Houston Housing Authority.
• Occasionally, the employee must make decisions regarding unusual or sensitive situations and must develop new solutions.
• The employee identifies work that needs to be done, prioritizes, coordinates efforts, and performs the tasks.
• Performing work tasks effectively, efficiently and with compassion enhances relationships between the residents, employees, general public, and the Houston Housing Authority.

GUIDELINES

• The employee performs routine duties by following established Houston Housing Authority policies and procedures and other guidelines such as HUD regulations. The guidelines cover most job-related situations, but the employee may occasionally be required to use independent judgment in making decisions.

SUPERVISORY CONTROLS

• The employee has no supervisory responsibilities.
• Receives oral and written directions from the Assistant Team Leader.
• Methods of accomplishing work are generally at the employee’s discretion.

PERSONAL CONTACTS

• The employee has regular contact with executive staff, other Houston Housing Authority employees, board members, and residents. Intermittently, the employee has contact with regulatory agency personnel and personnel from other Authorities, state and local agencies, contractors, and business firms. The purpose of these contacts is to facilitate communications between executive staff members and other employees and persons outside the Houston Housing Authority.

PHYSICAL DEMANDS / WORK ENVIRONMENT

• Must be able to perform data entry using computer keyboard and computer scanner equipment to conduct inventory tracking.
• Work involves the usual risks and discomforts associated with an office environment but is usually in an area that is adequately cooled, heated, lighted, and ventilated.
• Must be able to lift 10-15 pounds (e.g., a box of paper).
• Work involves stooping, lifting, climbing, carrying, bending, etc.

MINIMUM QUALIFICATIONS

• Bondable.
• High School Diploma or GED required.
• Valid Texas driver’s license or obtain such within the first thirty (30) days of employment.
• Eligibility for coverage under Houston Housing Authority fleet auto insurance.

DISCLAIMER

The above statements describe the general nature and level of work being performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and s