Records Program Coordinator

Overview
Are you looking for an exciting opportunity to use your skills and knowledge in Records Management? You can make an impact!  By supporting the overall Tualatin Valley Fire & Rescue mission as the Records Program Coordinator, you will carry out the District’s records management activities, respond to public records requests, and provide training to District personnel in records management and patient privacy policies.

Details on what the ideal candidate brings to the team and our benefits information can be found in the recruitment flyer.   

Consideration of candidates will begin immediately, and the posting may close early without notice.

Example of Duties

Duties for the Records Program Coordinator include:

RECORDS MANAGEMENT ACTIVITIES: Coordinates various projects related to records management. Coordinates or performs review of large records sets to classify and organize content. Administers records inventories. Indexes incoming files and boxes for long-term storage and prepares records for disposition. Evaluates records-keeping systems to gain efficiencies and control volume of storage.

RESPONDS TO RECORDS REQUESTS: Serves as the primary point of contact for records requests. Locates, reviews, redacts, and releases public records, medical records, and incident records. Reviews HIPAA authorization forms, witness subpoenas, discovery requests, interview requests, and investigation requests. Facilitates legal review as necessary and within guidelines established by the Records Manager.

TRAINING: Delivers training to all personnel on public records best practice and HIPAA compliance in various formats, including classroom teaching, video recordings, written documentation, and individualized trainings. Provides technical guidance on common records topics such as version control, retention, email management, and patient privacy.
RECORDS SOFTWARE: Oversees the configuration and functioning of the software programs used by the Records unit. Communicates with vendors regarding enhancements and issues.

INCIDENT REPORTING SUPPORT: Monitors support requests from first responder personnel regarding the incident reporting software systems. Responds to assigned set of initial requests, troubleshooting, resolving or escalating issues as necessary. Contributes to end-user training materials as assigned.

SUPPORT TO DEPARTMENTS: Responds to research requests from District staff. Searches and reviews records to retrieve information and files.

For a complete information about this position, please review the job description. 

Qualifications

Education
Associate degree.

Experience
Two years of experience performing records management functions, including either processing records requests or performing records classification, retention, and disposition. Preference for experience in the public sector or involving patient privacy.

Position-Specific Requirements
Basic knowledge of professional records management theories, principles, practices, and procedures, including those related to the organization, classification, use, maintenance, reproduction, security, confidentiality, storage, access/discovery, retention, and destruction processes of all records (electronic and paper-based). Intermediate level preferred.
Basic knowledge of local, state and federal laws and regulations and court decisions governing records management and public meetings, including Oregon public records law, relevant exemptions, HIPAA, and other confidentiality mandates.
Intermediate knowledge of electronic records, including current trends, tools, best practices, policy development, systems analysis and systems development concepts; and common issues associated with electronic records, including database storage methods, extraction, media, and security.
Ability to maintain stable performance under pressure or opposition. Able to quickly and effectively rebound when knocked off balance by the unexpected. Able to maintain a mature, problem-solving attitude while dealing with various stressors. Able to use reason, even when dealing with emotional topics.
Ability to understand, interpret, explain and apply District policy and external regulatory guidelines.
Ability to interpret and explain records management principles and practices and patient privacy concerns to a variety of audiences.
Intermediate skills in Excel preferred.

Supplemental Information

Consideration of candidates will begin immediately and the posting may close early without notice when a sufficient number of qualified candidates are received.

Qualified candidates will be asked to complete a one-way video interview via Spark Hire. Selected candidates will be invited to participate in an onsite panel interview.

Compensation:
The monthly salary range within a step system for this position is $5,273 – $7,133 per month.  

Based on a candidate’s bona fide factor analysis in accordance with the District’s pay equity system and the Oregon Equal Pay Act, the starting pay assignment will be no higher than $6,323 per month. The maximum of $7,133 per month can be attained after five years contingent on performance.

TVF&R evaluates each applicant’s work history and responses to supplemental questions. Please be sure to thoroughly answer the application’s supplemental questions to ensure our subject matter experts can appropriately evaluate your experience and qualifications. To reduce barriers to entry, TVF&R evaluates an applicant’s work history and responses to these supplemental questions rather than requiring cover letters and resumes.

Veteran’s Preference:
It is the District’s policy to provide eligible veterans with preference as required by law. Applicants must provide certification of eligibility for entitlement to the preference (e.g. DD-214 long form clearly showing discharge status) with the application submission by the closing date of the posting.
 
Work Location:
The location for this position is the Command and Business Operations Center, located in Tigard, OR.

Tualatin Valley Fire & Rescue strives to provide exceptional internal and external customer service. To ensure a collaborative and supportive environment with both the public we serve and our coworkers, employees perform their work on-site at the assigned work location.

TVF&R is an equal employment opportunity employer and seeks to attract a diverse workforce that reflects the community we serve in order to deliver safe, profession, and high-performance service.