Would you like to be part of an amazing team that makes Arizonans thrive? At the Department of Economic Security (DES) we strengthen individuals, families, and communities for a better quality of life. DES is looking for individuals that are committed to service, community, and teamwork. To learn more about DES please visit des.az.gov; or click on the link here to view ‘Our DES' video. Come join the DES Team!
The Department of Economic Security, Division of Developmental Disabilities (DDD), is seeking an experienced and highly motivated individual to join our team as a Archives Assistant. DDD provides individuals with developmental disabilities, and their families, services and supports that are flexible, high quality, and member driven. These services provide individuals with opportunities to exercise their rights and responsibilities of independent decision-making and engagement in the community.
This position, in a warehouse environment, with minimal direction will ensure all records meet minimum standards in the retention schedule requirements, all records received are quality checked to ensure compliance with mandated regulations before the records are assigned a record site location. The incumbent on a daily basis, organizes, logs, shelves and maintains incoming files. In addition to the physical process of records retention this position will identify files consistently to identify records for destruction under the guidelines set for proper archiving, process per the record retention schedule, and enters document identifying information into tracking system.
Applicants for this position cannot be licensed or certified by the DDD Office of Licensing Certification and Regulation, cannot have a principal interest in or have a spouse or close family with principal interest in a DDD Qualified Vendor Agreement, and cannot be employed or subcontracted by a DDD Qualified Vendor.
Job Duties
Essential Duties and Responsibilities include but are not limited to:
Ensure all records meet minimum standards in the retention schedule reqs, quality checked to ensure compliance w/mandated regs before the records are assigned a record site location. Organizes, logs, shelves & maintains incoming files. Identifies files consistently to identify records for destruction under the guidelines set for proper archiving, process per the record retention schedule, & enters document identifying info into tracking system.
Ensures medical records are maintained, organized and destroyed in a safe, secure and timely manner per Division policy and all regulatory requirements. Ensures all records are stored and retrieved under proper authority and all requirements under HIPAA are met as it related to member medical records.
Processes record request to redact protected Health Information for records request which are housed at Record Retention Center. Travels statewide to other DDD offices to assist with records retention projects to maintain compliance with records retention schedules.
When appropriate record request are received will locates and retrieves records in response to requests for records and tracks outgoing records to ensure records are returned and then reprocessed for quality control before housing in the correct location of the Record Retention Center.
Knowledge In
Knowledge, Skills & Abilities (KSAs):
Division's medical record retention policy.
Division's confidentiality policy and practices.
Basic program rules, regulations, and operating/system procedures.
LAN applications (FOCUS) and other computer software programs.
Methods for tracking work with time sensitive timelines.
Skills In
Organizing a high volume of incoming records, workload management, prioritizing.
Ability To
Work independently and maintain working relationships with co-workers and other departmental staff.
Show attention to detail.
Read, understand and apply the federal and state and laws pertaining to the record retention schedule and HIPAA requirements.
Selective Preference(s)
The ideal candidate for this position will have:
One (1) year of experience working with individuals with developmental disabilities or a vulnerable population. Experience with filing systems, filing of records or records control system. n-state travel is required.
Pre-Employment Requirements
If this position requires driving or the use of a vehicle as an essential function of the job to conduct State business, then the following requirements apply: Driver's License Requirements. Any employee operating a motor vehicle on State business must possess and retain a current, valid class-appropriate driver's license, complete all required training, and successfully pass all necessary driver's license record checks. The license must be current, unexpired, and neither revoked nor suspended. Employees who drive on state business are subject to driver's license record checks, must maintain acceptable driving records, and must complete all required driver training. An employee who operates a personally owned vehicle on state business shall maintain the statutorily required liability insurance (see Arizona Administrative Code (A.A.C.) R2-10-207.11).
Successfully pass background and reference check; employment is contingent upon completion of the above-mentioned process and the Agency's ability to reasonably accommodate any restrictions.
All newly hired State employees are subject to and must successfully complete the Electronic Employment Eligibility Verification Program (E-Verify).
Benefits
The Arizona Department of Economic Security offers a comprehensive benefits package to include:
Affordable medical, dental, life, and short-term disability insurance plans
Participation in the Arizona State Retirement System (ASRS) and long-term disability plans
10 paid holidays per year
Vacation time accrued at 4.00 hours bi-weekly for the first 3 years.
Sick time accrued at 3.70 hours bi-weekly.
Deferred compensation plan
Wellness plans
Tuition Reimbursement
Stipend Opportunities
Infant at Work Program
Rideshare and Public Transit Subsidy
Career Advancement & Employee Development Opportunities
Flexible schedules to create a work/life balance.
By providing the option of a full-time or part-time remote work schedule, employees enjoy improved work/life balance, report higher job satisfaction, and are more productive. Remote work is a management option and not an employee entitlement or right. An agency may terminate a remote work agreement at its discretion.
_Learn more about the Paid Parental Leave pilot program here. For a complete list of benefits provided by The State of Arizona, please visit our benefits page_
Retirement
State employees are required to participate in the Arizona State Retirement System (ASRS), the State sponsored retirement contribution plan and the Long-Term Disability (LTD) program after a 27-week waiting period. The ASRS defined benefit plan provides for life-long income upon retirement. You will also have the option to participate in a voluntary deferred compensation program to take advantage of tax-deferred retirement investments.
On, or shortly after, your first day of work you will be provided with additional information about the available insurance plans, enrollment instructions, submission deadlines and effective dates.
Contact Us
For questions about this career opportunity, please contact us Brittany Carleno at (480) 261-8879 or [email protected]
The State of Arizona is an Equal Opportunity/Reasonable Accommodation Employer. Persons with a disability may request a reasonable accommodation such as a sign language interpreter or an alternative format by contacting (480) 261-8879 or [email protected] . Requests should be made as early as possible to allow time to arrange the accommodation.
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