Records Specialist

Salary : $46,113.60 - $51,916.80 Annually
Location : Appleton, WI
Job Type: Full-time
Job Number: 2302758
Department: DHHS System Support
Opening Date: 12/01/2023
Typical Work Hours/Shift:: Schedule: M-F 8:00am-4:30pm. Potential remote work for one day a week after fully trained.
CORE VALUES
Invested in Serving
Devoted to positively impacting our communities
Better Together
Inspire unity by promoting collaboration, trust and respect
Create Progress
Encourage growth through innovation to advance and succeed
Support Through Compassion
Prioritize one another through communication, inclusion and transparency to bolster our community
Position Purpose
Reporting to the Supervisor System Support, the Records Specialist provides specialized administrative functions to assist the Department of Health and Human Services and the public with release of information and open records requests and performs a variety of tasks in relation to the control, inventory and overall management in the disposition, and management of these records for the department.
Schedule: M-F 8:00am-4:30pm. Potential remote work for one day a week after fully trained.
Key Responsibilities
The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned.

• Files and retrieves case records and documents in accordance with procedures, rules and policies.
• Provides physical security in the monitoring and controlling of highly sensitive and confidential case records.
• Reviews statutes, Supreme Court rules and other governing laws regarding the rules of open records and release of information.
• Coordinates and manages the off-sight record storage areas as needed.
• Works with the general public for records requests.
• Coordinates office automation technologies relating to records control.
• Ensures safekeeping of records by conducting surveillance of the general public as they review the records.
• Inventories records prior to authorized release and prepares general index receipt and inventories record upon their return.
• Coordinates records with staff.
• Performs record searches utilizing state systems utilized by the Health and Human Services department.
• Prepares billing statements related to record requests.
• May participate in receiving paper appearance documents.
• Maintains regular and predictable attendance, works overtime/extra hours as required.
• Performs other duties as assigned.
• Maintain highly confidential records, including HIPAA information.

Education/Certifications/Experience Requirements

• Graduate from high school or G.E.D.
• At least three years clerical/secretarial experience preferably in health care records, with filing systems, office automation and records control.
• Or any combination of education and experience that provides equivalent knowledge, skills, and abilities.

Required or Preferred Skills

• Knowledge of and ability to use established practices and medical office tools and equipment including fax machines, copiers, telephones and administrative manuals.
• Knowledge of computers and printers including software used by the department.
• Ability to write legibly using appropriate grammar and spelling.
• Ability to maintain confidentiality.
• Ability to effectively communicate in English and understand and follow written and oral instructions.
• Knowledge of and demonstrated ability to conform to goals, policies and procedures of the Department, Health and Human Services as well as the Outagamie County Work Rules and Terms of Employment.
• Demonstrated ability to comply with appropriate safety regulations.
• Ability to work semi-independently making sound decisions using good judgment.
• Ability to budget time and schedule work to efficiently complete tasks.
• Ability to effectively use tact and diplomacy with clients, co-workers, the general public, etc.
• Demonstrated reliability in attendance and flexibility to work hours.
• Ability to organize and schedule work cooperatively and effectively with co-workers.
• Demonstrated proficiency at typing and other general clerical skills.
• Demonstrated ability to use and interpret medical terminology.
• Ability to lift, carry, push, pull or otherwise move objects up to 15 pounds, understanding and utilizing proper body mechanics.
• Demonstrated willingness to work out any conflicts with others.

OUTAGAMIE COUNTY IS AN EQUAL OPPORTUNITY EMPLOYER. IN COMPLIANCE WITH THE AMERICANS WITH DISABILITIES ACT, THE COUNTY WILL PROVIDE REASONABLE ACCOMMODATIONS TO QUALIFIED INDIVIDUALS WITH DISABILITIES AND ENCOURAGES BOTH PROSPECTIVE EMPLOYEES AND INCUMBENTS TO DISCUSS POTENTIAL ACCOMMODATIONS WITH THE EMPLOYER.
Outagamie County offers Benefit options and paid time off for team members that work 20+ or more hours per week. Learn more today by visiting: https://www.outagamie.org/government/departments-f-m/human-resources/employee-benefits-booklet
OUTAGAMIE COUNTY IS AN EQUAL-OPPORTUNITY EMPLOYER. IN COMPLIANCE WITH THE AMERICANS WITH DISABILITIES ACT, THE COUNTY WILL PROVIDE REASONABLE ACCOMMODATIONS TO QUALIFIED INDIVIDUALS WITH DISABILITIES AND ENCOURAGES BOTH PROSPECTIVE EMPLOYEES AND INCUMBENTS TO DISCUSS POTENTIAL ACCOMMODATIONS WITH THE EMPLOYER.
OUTAGAMIE COUNTY OFFERS A COMPREHENSIVE AND HIGHLY COMPETITIVE BENEFITS PACKAGE TO ITS EMPLOYEES.
LEVELS OF BENEFITS CAN VARY BASED ON EMPLOYMENT STATUS AND EMPLOYEE GROUP.
Medical Coverage
Outagamie County currently offers eligible employees a Low-Deductible Health Plan and a High Deductible Health Plan with a Health Savings Account (HSA). Each of these plans are available for single or family coverage at affordable rates.
Dental Coverage
Eligible employees may choose either single, limited family, or family coverage.
Vision Coverage
Outagamie County offers single, employee plus one, employee plus children, and family voluntary vision insurance for those that are benefit eligible. Vision insurance coverage provides an opportunity for employees to save money on routine vision exams, contacts, eyeglass frames, and lenses.
Life Insurance
Outagamie County provides group life insurance for full-time employees. The cost of this coverage is paid for in full by the County.
Voluntary Short-Term Disability Insurance
Short-Term Disability pays the employee a portion of his or her income for a specified period of time, as determined by the plan. The Short-Term Disability plan provides coverage for injuries and illnesses that occur outside of work. The premium for this coverage is paid entirely by the employee and is available to active employees that meet the hours threshold requirements.
Long-Term Disability Insurance
All regular, non-union full-time employees are eligible for long-term disability coverage. Premiums are fully paid by the County.
Wisconsin Retirement System
Wisconsin Retirement Program helps provide for financial security during retirement. Monthly annuity payments at retirement are calculated using years of creditable service, average earnings (based on three highest years of earnings), formula factors, age at retirement and selected annuity option.
The retirement plan consists of two parts: an employee-required portion and an employer-required portion. Outagamie County pays the employer portion, and employees are responsible for paying the employee-required portion, which is determined by the state each year. Enrollment is required for eligible employees. Eligibility is determined based on Wisconsin Retirement System plan rules.
Flexible Spending Account Plan
The Flexible Spending Account Plan saves money by allowing the employee to pay for certain medical related expenses and dependent care expenses on a pre-tax basis, reducing annual taxable income resulting in Federal, State, Social Security, and Medicare tax savings.
Employee Assistance Program
Outagamie County has an Employee Assistance Program (EAP). The services offered as part of the County's plan are a benefit provided at no cost to its employees and their immediate family members to help deal with life's stresses. EAP consists of caring individuals who are certified counselors. They offer professional support and direction towards resolving problems or concerns. They can also help by referring the employee to another resource if assistance is needed beyond the EAP.
Paid Time Off
Outagamie County offers several paid time off benefits that include: vacation, personal holidays, national holidays, sick leave, bereavement leave and military leave.
Deferred Compensation
Deferred Compensation allows employees to set aside pre-tax earnings toward retirement. Employees can save up to 100% of their compensation, to a maximum of $20,500 annually, or as little as $10.00 per paycheck. The amount deferred reduces year-end state and federal income tax base. All the earnings will accrue tax-deferred until such time as the assets are withdrawn, generally at retirement, termination, or other special circumstances. There is also an after-tax 457 Roth contribution option.
Employee and Family Clinic
Primary Health Services are available to employees and dependents ages 2 and up, who are covered on a county health plan.
Behavioral Health Services are available for all county employees regardless of county health coverage.
Pet Employee and Family Clinic
Please note that the pet insurance offers are discounts offered to Outagamie County employees and are not programs sponsored by Outagamie County. Please contact the companies directly for any questions, concerns or service issues.
If you would like to learn more, please click below about the benefits.
CONTINUING EDUCATION
Outagamie County encourages continuing education by offering Education Reimbursement. This reimbursement is intended to provide assistance to the employee for out-of-pocket expenses for continuing education for the mutual benefit of the employee and Outagamie County, not covered in the departmental budget.
Any Outagamie County employee in good standing, averaging twenty (20) hours or more per week during the six (6) months prior to the start of the course, is eligible to apply. This statement is not all-inclusive in regard to tuition reimbursement.
01
Briefly describe your experience with Release of Information Records?
02
What training have you had with regards to Wisconsin State statutes and Release of Records or Open Records?
Required Question