Records Custodian

The Health and Human Services Department is currently recruiting for a Records Custodian to join their team.

This position will remain open until filled.  Interested applicants are strongly encouraged to apply early as the posting may be closed once a satisfactory candidate pool is identified.

This position is responsible for managing and maintaining records while protecting sensitive and confidential information, ensuring program documentation compliance, and responding to requests for records.  This position may also provide backup support for contracting and fiscal functions.  The work will be performed in accordance with applicable rules, regulations and laws under the direction of the Deputy Director.


To perform this job successfully, an individual must be able to perform each essential function satisfactorily and in a timely manner. The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive. Other duties may be required or assigned.

Perform assigned functions related to obtaining, organizing, maintaining, safeguarding, disseminating, and purging physical and electronic files/records in accordance with applicable laws, regulations, and policies.

Respond to all records requests received by the department in coordination with the appropriate staff.

Protect sensitive and confidential information through processes and limiting access to those with a need to know.

Create, document, edit, and verify standard operating procedures (SOP) related to files/records to ensure consistency, efficiency, and transparency in processes.

Develop and maintain working knowledge of the various systems relevant to program files and records, including state and federal systems as appropriate.

Track various program credentialing and training requirements as assigned.

Perform clerical functions as assigned to support the contracting process, such as creating/maintaining spreadsheets, creating/sending rate letters, entering rates into the system, and creating mail merges.

Assist with fiscal tasks, functions, and projects as assigned.

Research, create, and edit policies as assigned.

Develop and deliver training, presentations, and tools as appropriate.

Attend and participate in training and professional development.  

Attend and participate in unit and agency meetings.

Answer telephone, take and relay messages, provide information to callers and visitors, fax and/or photocopy materials.  



Ability to analyze data information using established criteria, in order to determine consequences and to identify and select alternatives.  Ability to compare, count, differentiate, measure, copy, record and transcribe data and information.  

Ability to classify, compute, tabulate, and categorize data.

Possess and apply critical thinking skills.

Possess and apply superior customer service skills.

Ability to manage multiple tasks and deadlines while maintaining accuracy, efficiency, and attention to detail. 

Ability to work effectively in a team environment and contribute to a positive work environment.

Ability to advise and provide interpretation regarding the application of policies, procedures and standards to specific situations.  

Ability to utilize a variety of advisory data and information such as authorizations, a variety of forms, computer software operating systems and manuals, statutes, procedures, guidelines and non-routine correspondence. 

Ability to communicate orally and in writing with internal and external stakeholders.  

Ability to add, subtract, multiply, divide, and calculate percentages, fractions, and decimals.  Ability to interpret basic descriptive statistical reports.

Ability to use reasoning in performing functions such as teaching, training, and problem solving.  

Initiative to seek information and answers to questions.





Associate’s Degree in Human Services, Paralegal Studies, Administrative Support or related field and two years of experience working in a regulated setting managing sensitive client data is preferred, or any combination of education and experience that provides equivalent knowledge, skills, and abilities.  Valid motor vehicle operator’s license and/or available means of transportation required.  Proficiency in Microsoft Office Suite required.