Records Management Specialist

The Records Management Specialist assists with obtaining documents in support of the Housing Choice Voucher (HCV) Programs client file records. Reports to the Assistant Team Leader.

Requirements

• Provide excellent customer service to clients, both external and internal.
• Responsible for scanning client documents.
• 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.
• 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.
• 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.
• Coordinate with staff in distributing files as needed.
• Ensure documents are scanned correctly to satisfy overall quality requirements for legibility and readability.