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Employment Type:
Full time
Job Category:
Records Assistant (699-136)
(This job is no longer available)
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Records Assistant

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Job Description


POSITION TITLE/CODE: Records Assistant - Compliance/VOA26

PROGRAM: I/DD District of Columbia

REPORTS TO: Director of Operations



DATE APPROVED BY HR: February 2017


The Records Assistant - Compliance supports the Director of Operations in maintaining the accuracy and completeness of all compliance records, for staff and person's served records, office, and administrative functions of the District of Columbia's I/DD programs.


The successful candidate must possess a high school diploma or equivalency certificate, and the ability to type at least 55 works per minute accurately. Candidates must also be proficient in punctuation, spelling, and arithmetic with a working knowledge of computers and word processing, including up-to-date skills with Microsoft Office and commonly used software.

The Records Assistant - Compliance will possess the ability to interact positively with others in an office/service environment with excellent customer skills. He/she must be able to write and communicate well; perform appropriate office tasks such as maintain the accurate and timely filing of materials in staff audit records, answering telephones, keeping records, monitoring maintenance of office machinery, etc. Considerable data entry will be required. Maintaining a system of filing and accuracy for the content and timeliness of staff audit record materials, and the records of person's served is required.

New Employees must successfully complete:

* All Volunteers of America Chesapeake orientation components
* All New Employee orientation examinations as required by the District of Columbia Department of Developmental Disabilities Administration (DDA)

Note: All employees must maintain all on-going training, certifications, and be otherwise compliant and in good standing with all program requirements as a condition of continued employment.


* This position requires driving the company vehicle (up to 15 passengers) and/or your personal vehicle for company business including transporting clients/residents. Must be privileged to drive according to the criteria set forth by Agency MVR guidelines.
* Valid driver's license in jurisdiction of residence
* Vehicle liability coverage if driving personal vehicle (on occasion, may be required to transport clients in personal vehicle)
* May be required to drive a van
* Acceptable DOH background check, FBI Fingerprint, OIG Exclusion check
* Negative Drug/TB Screening and Health Certificate
* CPR/First Aid Certification must be acquired and maintained once employedPRINCIPAL ACTIVITIES:
* Assist with the handling and maintenance of medical and financial records of persons served.
* Ensure the handling and maintenance of staff audit records for completeness and compliance with regulatory requirements.
* Works closely with the Program Directors, Billing/Records Manager and Program Coordinators in ensuring that all record-keeping meets compliance standards with various regulatory entities to include but not limited to: Department of Disability Services, Department of Health, Quality Trust, Department of Health Care Finance, Medicaid and internal quality assurance standards.
* Answer, screen and direct telephone calls and visitors to the appropriate departments or persons.
* Accurately complete all required data entry.
* Handle the opening and closing procedures of the office as needed.
* Under the direction of the supervisor, complete program reports accurately and disburse them in a timely manner.
* Coordinate newly hired employees with program Directors and complete required "New Hire" documents, personnel files, obtain necessary signatures and submit to the Human Resources Department.
* Support submitting credit card receipts and reconciliation requests.
* May collect, track and document payments as identified by Program Director or Billing Office.
* May process and code all incoming invoices as approved by the Director and submit to Accounts Payable for payment.
* Maintain accurate and organized filing of all documents submitted and reports issued.PHYSICAL REQUREMENTS:
* The physical requirements described below are representative of those that must be met by an employee to successfully perform the essential duties of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties.
* The ability to safely operate a motor vehicle to transport oneself, consumers, and program supplies as necessary.
* The physical ability to travel to assigned locations, stand, stoop, bend, reach, pull, push, lift, grasp, climb, talk, see, hear and perform basic and light home maintenance activities, and operate office equipment.
* Move and lift light objects up to 30 pounds such as mail, supplies, files, and equipment.
* Operating office equipment requiring continuous or repetitive hand/arm movements.
* The ability to remain in a sitting position for extended periods of time. EFFECT ON END RESULTS:
* Accurate and complete records.
* Efficient administrative support for the staff and persons supported.
* Efficient functioning of the DC I/DD business office.
* Presents a good public image of VOAC and its purpose.OTHER DUTIES:
* Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Required Skills

filing paperwork

auditing files for correct paperwork/documentation

customer service

using telephone and computer