TUALATIN VALLEY FIRE AND RESCUE - RECORDS MANAGER
Tualatin Valley Fire and Rescue is seeking an experienced leader in medical records to fill our Records Manager position. This role would provide great variety in your daily work, interaction with every employee level and department within the District, a direct line to the service we provide to our communities, and the opportunity to work immediately on projects that will create direct value to the organization. If this is what you are looking for in the next step of your career, we invite you to explore this opportunity further!
The Records Manager serves as records officer and District's HIPAA privacy officer, assuring all District policies and procedures are compliant with regulatory standards. They develop and oversee a records management program that includes the organization, classification, use, maintenance, reproduction, security, confidentiality, storage, access/discovery, retention, and destruction processes of all records, both electronic and paper-based.
Details on the ideal candidate and the recruitment timeline can be found by reviewing our recruitment brochure. Applications may be filed online at www.tvfr.com/careers. Deadline to apply is March 31, 2019.
EXAMPLE OF DUTIES:
The ESSENTIAL FUNCTIONS of this position include, but are not limited to, the following duties and responsibilities:
RESPONSE TO PUBLIC RECORDS REQUESTS: Manages the public records disclosure program and establishes and oversees a structured process that ensures the District is responsive to public records requests and complies with all laws and requirements in a timely manner. Addresses complaints and questions pertaining to District matters from other agencies and the public. Addresses non-routine requests, directing them to the appropriate department/personnel as needed and/or responds as appropriate.
RISK MANAGEMENT: Works with the District's insurance providers and designated legal counsel when the District is in litigation and to avoid potential litigation. At the direction of legal counsel and the Fire Chief's Office, assists with coordinating the investigation of the events; collection, preservation, and release of records; and relevant guidance and communications to involved parties.
RISK MITIGATION: Identifies matters that may create risk or liability for the District and brings to the Fire Chief's Office. Assists Fire Chief's Office staff with providing guidance to District staff on how to minimize risk.
SUPPORT TO DEPARTMENTS: Provides support to departments regarding file and record-keeping systems, the implementation of records retention schedules, protecting and archiving historical and vital records, arranging for off-site storage or other storage solutions, and providing administrative and technical guidance related to response procedures for public record requests. Reviews retention schedules and practices on a regular cycle to assess compliance.
TRAINING: Oversees and ensures completion of public records and HIPAA compliance training and orientation to all employees, volunteers, and other appropriate third parties. Initiates, facilitates and promotes activities to foster awareness of regulatory requirements within the District and to related entities.
POLICY/PROCEDURES: Develops, writes and implements policies, procedures, and other documents related to records management and HIPAA- regulated information.
CONTRACT REVIEW: Provides subject matter expertise in contracts and agreements related to records and protected health information to ensure compliance with mandatory requirements. Coordinates with the Fire Chief's Office to facilitate legal review as necessary.
RECORDS MANAGEMENT SYSTEM: Determines required resources for managing District Records. Oversees the configuration and development of records management system(s).
INCIDENT RECORDS MANAGEMENT SYSTEM: Oversees the District's electronic incident records management system and reviews enhancement and configuration requests.
CONSULTATION FOR OTHER SYSTEMS: Collaborates with department staff, legal counsel, and Information Technology staff in the development of new technology solutions to ensure records mandates and necessary business processes are met.
PHI ACCESS AUTHORIZATION: Determines which District departments and staff may hold/access protected health information and data.
RESPONSE TO PHI COMPLAINTS: Establishes and administers a process for receiving, documenting, tracking, investigating, and taking action on all complaints concerning the District's privacy policies and procedures in coordination and collaboration with the Fire Chief's Office and legal counsel.
SUPERVISION: Oversees work of direct reports, including hiring, providing direction, identifying learning and development opportunities, managing performance, and administering corrective and/or disciplinary action.
Bachelor's degree, preferably in a relevant field.
Five years of records management experience that includes administration of patient privacy laws. Public sector experience strongly preferred. Supervisory experience strongly preferred. Experience performing organizational risk management in a high reliability environment preferred.
Knowledge, Skills and Abilities
Extensive 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.
Advanced 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).
Extensive 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 analyze record keeping systems, security and access controls, identify issues and areas of improvement, and recommend policy changes, systems and equipment to address them.
Ability to apply knowledge about electronic records issues, system analysis, system development concepts and data storage methods, media and security to the development and management of an electronic records management program.
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 perform mathematical and statistical calculations and analyses sufficient to track and report activities.
Ability to understand, interpret, explain and apply District policy and external regulatory guidelines.
Ability to understand, interpret and explain records management principles and practices and patient privacy concerns to a variety of audiences.
Ability to present proposals and recommendations clearly, logically and persuasively in a variety of settings, including public meetings.
Ability to exercise independent judgment and make sound decisions in sensitive situations.
Ability to prepare clear, concise and comprehensive reports and other written materials.
Ability to exercise tact and diplomacy in dealing with sensitive, complex and confidential issues and situations.
A full position description is available in Human Resources.
HOW TO APPLY:
Applications may be filed online at www.tvfr.com/careers. An interest cover letter and resume must be uploaded with the submitted online application in order to be considered for the position. The work experience section of the application must include a clear description of your experience in order to determine if you meet the required skills and experience for the position, even if provided on your resume.
For the anticipated recruitment timeline and details on the ideal candidate, we invite you to review the recruitment brochure!
TVF&R is an equal opportunity employer and seeks to attract a diverse workforce that reflects the community we serve in order to deliver safe, professional, high-performance service.
CITY OF MILL CITY - PUBLIC WORKS MAINTENANCE WORKER - FULL-TIME
Performs skilled and semi-skilled tasks for City of Mill City Public Works Department including: operation of equipment used in construction, operation, repair and maintenance of streets, water/sewer treatment plants, collection and distribution systems, and various public buildings and facilities. Works out-of-doors, including in inclement weather. Minimum high school or equivalent education. Preference given to post-secondary training in water or wastewater treatment and/or mechanic skills. Must have valid ODL.
FTE-40 hours/wk. Salary $16.61/hr -$21.87/hr DOE.
Position description and employment application are available in person at 444 S 1 st Avenue, Mill City, OR 97360, via email at firstname.lastname@example.org or at www.ci.mill-city.or.us. EOE. Closing date: Open until filled.
RECORDS MANAGEMENT SPECIALIST – TEMPORARY
Sunrise Water Authority is looking for an experienced Records Management Specialist to help set-up
and initiate a digital public records program using the ORMS archival system. The ideal candidate will
have experience managing and maintaining official public records, as prescribed under Oregon state law
(ORS 192). This is a temporary position authorized on a fiscal-year basis for up to 30-40 hours per week
(or as required to meet a progressive schedule for implementation). It may be re-authorized annually as
approved by the Board of Commissioners.
About Sunrise Water Authority:
Sunrise is a public water utility, serving about 50,000 people in and around Happy Valley, Oregon. Our
goal is to provide quality product and customer service through sustainable business practices. We are
in need of an experienced Records Management Specialist to join our Administrative team and help us
get our records program off the ground.
• Development of records retention platform using the ORMS electronic platform
• Organizing, scanning and uploading records from paper and digital format to ORMS
• Archiving records on site and transferring permanent paper copies to Iron Mountain storage
Desired Skills and Experience:
• Knowledge of public records retention standards (as prescribed under Oregon state law)
• Proficient in the use of various office equipment and personal computers
• Data entry experience
• Detail-oriented with strong organizational skills
• Excellent active listening and communication skills
• Experience with ORMS preferred
• At least two (2) years of municipal records management experience for a public agency
• Ability to bend, stoop or kneel, as well as to lift and carry banker’s boxes up to 30 pounds
Compensation and Benefits:
Hourly wage: $20 -$24 DOQ/DOE.
This position will offer benefits (at 30+ hours per week), including holiday pay, paid-time off, medical,
dental and vision insurance and participation in the Oregon Public Employees Retirement System (PERS).
All benefits are subject to eligibility requirements.
Visit www.sunrisewater.com/OpenPositions for an employment application and instructions for
Sunrise is an equal opportunity employer. Veteran’s preference applies to those candidates that
identify themselves as a Veteran of the US Armed Forces and provide a legible copy of their DD214 or
DD215 and Veteran Affairs letter of disability if applicable (as part of their application).
Open until filled.