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The Arc Erie County New York has been supporting children and adults with disabilities, and their families in achieving their desired quality of life by creating opportunities through comprehensive services for over 65 years.

NOW HIRING Records Manager

Responsibilities:

+ Supervises the Records Specialist, delegating tasks and ensuring work aligns with departmental goals and standards.

+ Collaborates closely with the Education and Operations Directors to ensure accurate and compliant record maintenance across departments.

+ Oversees the maintenance of both hard and electronic copies of records; creating new files and filing submitted documents.

+ Responsible for the oversight of file maintenance in many areas across the agency including bulk filing and scanning operations.

Qualifications:

+ Associate's degree PLUS two years of administrative office experience with at least one year of experience in a supervisory capacity and/or working with people with developmental disabilities

OR

+ High School diploma or equivalent diploma PLUS three years of administrative office experience with at least two years of experience in a supervisory capacity and/or working with people with developmental disabilities

PLUS

Knowledge and understanding of required documents for various programs including educational, programmatic, medical, and financial records for individuals receiving services.

Proficient knowledge of Microsoft Word, Excel, and Outlook email.

Benefits & Perks:

+ Tremendous work-life balance

+ Automatic Paid Time Off (PTO)

+ 403b w/ employer contribution match

+ Paid new hire orientation

+ 10 paid holidays OFF!

+ On-demand pay

+ Affordable health, dental, vision & life insurance

+ Room for advancement

+ Employee discounts

+ Supportive and collaborative work environment

Additional Information:

+ 40-hour work week (Monday – Friday)

+ $20 - $26 per hour (based on experience)

+ Located in Williamsville, NY

Our full job description is listed below:

Job Title:

Records Manager

Department:

Program Administration

Job Grade:

4

Position Summary:

The Records Manager oversees the management and maintenance of records for individuals receiving services. This role includes supervising tasks such as file preparation, scanning, data entry, quality control, record maintenance, retrieval and destruction. The Records Manager ensures compliance with departmental standards and regulatory requirements across all program areas, adhering to guidelines from governing bodies such as OPWDD, SED, OMIG, OCFS and DOH. Strong communication and coordination skills are essential to maintain accuracy, efficiency, and compliance in all record-keeping processes.

Reporting Relationship:

The Records Manager reports directly to the Director of Program Administration and provides direct supervision to the Records Specialist. The Records Manager serves as the primary liaison between internal departments and Document Scanning.

Job Duties and Responsibilities:

+ Supervises the Records Specialist, delegating tasks and ensuring work aligns with departmental goals and standards.

+ Collaborates closely with the Education and Operations Directors to ensure accurate and compliant record maintenance across departments.

+ Oversees the maintenance of both hard and electronic copies of records; creating new files and filing submitted documents.

+ Manages and catalogues Record Requests.

+ Ensures the retrieval of records for auditing activities and record requests.

+ Responsible for the oversight of file maintenance in many areas across the agency including bulk filing and scanning operations.

+ Ensures that the proper timeline and procedure is followed for the long-term storage and/or record destruction of documentation.

+ Ensures records are purged at year end or upon termination and transfers purged records to long-term storage and/or record destruction according to Agency policy.

+ Facilitates and assists program areas with file preparation, quality control, and purging process.

+ Maintains various programmatic document management and record retention policies and implements, as necessary.

+ Compiles data for informational reports and disseminates them on a routine basis.

+ Maintains confidentiality including FERPA, HIPPA and PHI.

+ Adheres to regulatory guidance from all governing bodies including OPWDD, SED, OMIG, OCFS and DOH.

+ Other duties as assigned.

Qualifications and Education Requirements:

Associate's degree PLUS two years of administrative office experience with at least one year of experience in a supervisory capacity and/or working with people with developmental disabilities

OR

High School diploma or equivalent diploma PLUS three years of administrative office experience with at least two years of experience in a supervisory capacity and/or working with people with developmental disabilities

PLUS

Knowledge and understanding of required documents for various programs including educational, programmatic, medical, and financial records for individuals receiving services.

A valid NYS Driver’s license and approved driving record is required. Vehicle in good operating condition.

Proficient knowledge of Microsoft Word, Excel, and Outlook email.

Essential Job Functions:

+ Physical demands and Exposure Risk outlined on attached form (A)

+ Mental Requirements:

The ability to read, write, analyze, be perceptive/comprehensive, show good judgment, have good decision-making skills, independent action, planning & prioritizing and follow directions. Work independently as well as cooperatively with others. Must be able to meet job-related deadlines accordingly.

+ Human Relations Skills:

The ability to communicate positively with individuals. Receive supervision and instruction positively. Adhere to and administer Agency’s policies, procedures, rules, and regulations. Always maintain a professional attitude and appearance.

+ Equipment Operation:

Proficient in the operation of computers, copiers, and scanners.

Agency Principles:

+ All staff members will assure and demonstrate the promotion of fundamental rights and protection for those we support. These include practices that always treat people with dignity and respect, ensure safety, best health/well-being and provide the person with continuity and personal security using natural supports, positive relationships, and opportunities for integration in the community. Staff members should also advocate and work toward assisting the people we support through person-centered planning to achieve the personal outcome goals that they have chosen by facilitating the plans and positive supports necessary to assist the person in progressing toward each outcome.

+ Demonstrates the agency values of integrity, respect, responsibility, trust, teamwork, positive attitude, learning and honesty in working with students (persons), families, colleagues, and members of our community.

+ Good attendance is vital for the efficient and effective operation of quality programming and is an essential job function of this position.

This position is NON-EXEMPT from the overtime requirements of the Fair Labor Standard Act.

The Arc Erie County New York retains the right to change this job description at any time.

The Arc Erie County New York is an Equal Opportunity/Affirmative Action Employer and strong advocate of workforce diversity. Minority/Female/Sexual Orientation/Gender Identity/Disability/Veteran.

Job Details

Job Family Arc Erie

Pay Type Hourly

Hiring Min Rate 20 USD

Hiring Max Rate 26 USD