Records Coordinator

General Statement of Duties

• Coordinates and fulfills records and compliance needs for the Services division. Conducts ongoing compliance monitoring of assigned units and ensures external audit readiness. Applies expert knowledge of regulatory requirements and meticulous attention to detail to reduce risk and ensure compliance.

Essential Duties

• Supports the Services Division by ensuring records are accurate, secure, accessible, and compliant throughout their lifecycle. Conducts compliance reviews, prepares for audits, manages records and disclosures, and helps staff and managers navigate confidentiality and regulatory requirements. Uses strong attention to detail and knowledge of regulations to identify risks, strengthen processes, and protect sensitive client information.
• Essential duties:
• Prepares for and supports external & internal audits, maintaining dashboards and tracking systems for audits, corrective actions, and other compliance needs.
• Manages FOIA responses, litigation subpoenas, and authorized disclosures, including detailed redaction of confidential information.
• Conducts quality assurance case reviews through case readings, providing feedback to program staff and leadership
• Coordinates records throughout their lifecycle, including storage, distribution, archiving, and destruction.
• Serves as a division resource on confidentiality and records requirements, advising managers on compliance and risk mitigation.
• Trains staff on the appropriate handling and protection of sensitive client information throughout the records lifecycle.
• Maintains official policies, procedures, forms, and templates and recommends updates based on audit findings and regulatory changes.
• Performs other duties as assigned.
• What we’re looking for:
• Strong attention to detail — catches issues others may miss.
• Compliance mindset — understands requirements and identifies potential risks.
• Excellent organization — manages multiple records, deadlines, and priorities.
• Sound judgment — handles sensitive information with discretion and care.
• Strong communication — explains complex requirements clearly to staff and managers.
• Problem-solving skills — turns findings and requirements into practical improvements.

Additional Information

Minimum Requirements

• Four (4) year degree in human services or other job-related field. Two (2) years of professional job-related experience. Or any equivalent combination of experience and training which provides the necessary Knowledge, Skills, and Abilities.

Background Check Disclosure

EEO Statement