Records Management Clerk

The Records Management Clerk is responsible for organizing, maintaining, and safeguarding all organizational records in accordance with agency policies and regulatory requirements. This role ensures that youth, staff, donor, and administrative records are accurate, accessible, and securely stored. The ideal candidate is highly organized, detail-oriented, and committed to confidentiality within a child welfare environment.

Key Responsibilities

Records Maintenance & Organization

Maintain electronic and physical filing systems for client, personnel, financial, and program records.

Classify, label, file, and retrieve documents in accordance with established procedures.

Ensure records are complete, up to date, and properly archived when required.

Monitor retention schedules and coordinate secure destruction of records as appropriate.

Compliance & Confidentiality

Safeguard sensitive information and ensure compliance with privacy laws and agency standards.

Assist in preparing documentation for audits, licensing reviews, and accreditation processes.

Maintain strict confidentiality of youth, family, and employee records.

Data & Documentation Support

Scan, digitize, and index physical records into electronic systems.

Track missing documentation and follow up with appropriate staff to ensure completeness.

Generate record status reports and assist leadership with documentation requests.

Administrative Support

Respond to authorized requests for records in a timely and professional manner.

Support onboarding and compliance documentation for staff and volunteers.

Recommend improvements to records management systems and procedures.

Qualifications

Education & Experience:

High school diploma or GED required; Associate’s degree in Business Administration, Records Management, or related field preferred.

1–2 years of experience in records management, clerical support, or administrative services preferred.

Skills & Competencies:

Strong attention to detail and organizational skills.

Knowledge of records retention practices and confidentiality standards.

Proficiency in Microsoft Office and document management systems.

Ability to manage multiple tasks and meet deadlines.

Effective written and verbal communication skills.