Client Records Clerk at San Gabriel/Pomona Regional Center – Pomona, California

The Organization

San Gabriel/Pomona Regional Center (SG/PRC) is a private, nonprofit agency contracted with the California Department of Developmental Services (DDS) to provide services and supports to individuals with intellectual and developmental disabilities. We proudly serve 30 cities across the Foothill, Pomona, and El Monte Health Districts within Los Angeles County. Our services span the full lifespan—from infants and toddlers, school-age children, and transition-age youth to adults and aging adults. At SG/PRC, our work is guided by compassion, collaboration, integrity, and a shared commitment to making a meaningful difference in the lives of the individuals and families we serve.

Position Description

Under the direction of the Manager of Administrative Services, the primary responsibility of the Client Records Clerk is to perform filing and scanning tasks to maintain electronic client records.

Essential Job Functions

• Sort and file an average of more than 300 documents daily.
• Pick up materials to be filed from offices within the agency.
• Create digital files and packets to facilitate easy access and retrieval.
• Search for and locate missing documents to maintain complete and accurate records.
• Duplicate documents as needed for record preservation and distribution.
• Purge outdated materials from digital files to maintain current and relevant records.
• Index new charts digitally to streamline record management.
• Operate software to enter, update, and retrieve electronic documents and files.
• Audit charrs for accuracy and completeness.
• Scan hardcopy documents to create digital images.
• Index material scanned for easy retrieval and organization.
• Process chart requests of digitally stored material.
• Maintain confidentiality of all client records and follow HIPAA/PHI compliance.
• Support staff across the agency with client record needs.
• Perform additional duties that support department and organizational goals.

Employment Standards

• High School Diploma and one year of clerical experience and scanning or digital tasking for electronic records.
• Any combination of training and experience that could likely provide the desired knowledge and abilities will also be considered.

Knowledge and Abilities

• Ability to operate office equipment such as a computer terminal and a scanner.
• The ability to use FTP sites.
• Ability to follow oral and written instructions.
• Attention to details is necessary.
• Good organization skills to meet deadlines.
• Ability to collaborate and work as a team.

Other Essential Requirements

Employees using a private vehicle for agency purposes must maintain a valid driver's license and minimum liability insurance coverage.

Physical Demands & Work Environment

• Primarily sedentary work performed in an office environment.
• Ability to sit for extended periods and operate a computer and standard office equipment.
• Clear verbal communication in person and by phone.
• Occasional standing, bending, and reaching to access files and supplies.
• Some walking to pick up documents and files from offices within the agency.
• Occasional lifting, pushing, or pulling of items up to 25 pounds.
• Adequate visual acuity to read documents, use a computer monitor for prolonged periods, and review detailed information.
• Work occurs in a typical office setting with standard lighting, temperature, and moderate noise levels.
• Employees are expected to follow safe and ergonomic work practices.

Reasonable accommodation may be provided to enable individuals with disabilities to perform essential job functions.

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