Records Coordinator – Children, Youth & Family Services bei El Paso County
El Paso County · Colorado Springs, Vereinigte Staaten Von Amerika · Onsite
- Professional
- Optionales Büro in Colorado Springs
About the Department
This position has an anticipated work schedule of Monday – Friday, 8:00am – 5:00pm. Flexibility to work after 5:00pm required. Schedule is subject to change. Hybrid schedule may be available upon successful completion of probationary period; subject to change
Please be advised this position may close without advance notice, should we receive a sufficient number of qualified applications.

Position Duties
- Researches records for various services and benefits through applicable databases for internal and external records requests; makes updates to programs or databases as needed.
- Organizes and prepares documents for filing or scanning. Performs quality assurance on all records and verifies documents that have been scanned/filed. Assesses physical and electronic records to ensure files are intact and include complete information.
- Responds to requests for records or information from clients, staff, and other authorized individuals in a timely manner.
- Researches, locates, retrieves, and transports hard-copy or electronic records/files. Indexes storage boxes and prepares boxes for storage. Operates computers for records research and indexing requirements.
- Scans and destroys hard copy and electronic records according to established retention schedule.
- Photocopies, prints, emails, organizes and redacts confidential information from records as needed.
- Processes, routes, and/or files incoming documents and provides follow-up as necessary. Handles outgoing documents, including processing certified and restricted mail.
- Operates computers and quality control equipment according to established procedures and requirements. Conducts quality assurance tests on all imaging equipment. Performs preventative maintenance and repairs minor equipment problems.
- Provides general administrative support as needed.
- Trains employees and provides assistance related to the scanning and electronic document management system as needed.
- Attends and participates in meetings and trainings as directed.
- Maintains internal reports related to record management duties. .
- Operates a vehicle to pick up and/or deliver materials. Loads and unloads boxes from department vehicles on a regular basis.
- As assigned, operates warehouse order picker equipment to store and retrieve boxes from multi-level shelving system on a regular basis. Operates pallet jack to move pallets of boxes around the warehouse on a regular basis. Operates a hand truck to move boxes around the warehouse on a regular basis.
- Performs other duties as required.
Supervision Received: Receives intermittent supervision. This classification normally performs the job by following established standard operating procedures and/or policies. Regular direction, guidance, and coaching from supervisor is expected. There is a choice of the appropriate procedure or policy to apply to duties. Performance reviewed periodically.
Minimum Qualifications
Knowledge, Skills & Abilities
- Knowledge of records management and document storage techniques.
- Knowledge of computers and software applications, such as Word and Excel.
- Strong analytical, organizational, and planning skills and a high degree of integrity and trustworthiness in dealing with sensitive and confidential information. Ability to maintain strict confidentiality.
- Ability to diagnose, solve, and correct equipment problems.
- Ability to operate barcode devices, document scanners, and personal computers.
- Ability to maintain an orderly filing system and inventory control.
- Ability to manage multiple tasks and reprioritize as work situations change.
- Ability to efficiently plan, schedule and organize.
- Ability to work and communicate effectively with co-workers, County employees, clients, other agencies, and the public. Ability to provide excellent customer service.
- Maintain regular and punctual attendance.
- High school diploma or equivalent education.
- Two years of administrative or records management experience.
- Associate’s degree in a related field may substitute for one year of the required experience.
- Bachelor’s degree in a related field may substitute for two years of the required experience.
- Must possess and maintain a valid driver's license.
- Must obtain and maintain necessary certifications/licenses as applicable to position.
- Must pass conditional post offer background investigation, motor vehicle record check, drug screen, and physical examination.
Other Qualifications
Duties are performed in an office/computing center or warehouse environment. Requires lifting of heavy files/boxes and pulling files from shelves. Required to stand and/or walk for long periods of time. Must be able to safely lift and carry up to 35 lbs. Employees may be subject to a noisy environment and work at heights using mobile equipment. Position may require the operation of machinery and equipment, such as a forklift, pallet jack etc.; may be exposed to dust.
The classification specification above is intended to represent only the key areas of responsibilities and minimum qualifications; specific job assignments, duties, education, experience, licenses/certifications, and environmental conditions will vary depending on the needs of the department/office and the particular assignment. Changes to this document may only be made by a member of the Human Resources Department.