Records Manager

Title: Records Manager

Job Classification: Non-Exempt/Full time

General Description of Duties: The Records Manager for Diablo Valley Foundation for the Aging (DVFA) maintains hard and soft copy files. These include both the physical filing cabinets and cloud-based electronic filing systems along with other reporting databases to provide administrative, data and technical support to the DVFA Program Director and the Care Management and Fiduciary Programs.

Essential Job Functions Include:

· Provide daily administrative support to the DVFA Programs.

· Provide excellent and accurate communication to all internal and external team members.

· Sorting of daily mail including scanning, filing, distributing and storing documents, ensuring they are provided to the appropriate team member and corresponding client and/or other files.

· Daily use of computer, scanner, telephone, copier and other office equipment to complete assignments.

· General data entry, record keeping and filing of soft and hard documents.

· Maintain master lists for outgoing mail, mail forwarding, active clients and inactive client mailing list plus all other mailing lists and update as needed, responsible to maintain and update the Resource List, responsible to take initiative to gather necessary information once client has transitioned.

· Primary resource for set up and data entry into new client files.

DVFA Records Manager

· Development of systems to maintain efficiency within DVFA and help to transition DVFA to new systems as needed.

· Maintain accurate and up-to-date client files through GDrive, EXACT and other databases.

· Must follow all DVFA Policies and Procedures.

· Keep track of clients, staff and key others birthdays and send cards.

· Keep track of staff schedules as well as the on-call schedule with cell phones of designated staff on call.

· Update and order marketing materials when needed for all outreach endeavors.

· Trains/Assists new staff with computer access/voicemail set-up, etc.

· Ability to handle multiple tasks with ease.

· Required to follow fiduciary guidelines and maintain confidentiality of all client sensitive information and other information as directed.

· Handle special projects and other duties as assigned.

Minimum Qualifications:

· Bachelor’s degree in a relevant field preferred

· One year experience with Estate Planning and/or Trust Planning preferred

· Active California Public Notary desirable

· Professional experience and knowledge of database management –both physical and cloud-based plus Microsoft Office, Google Suite and other software; ability and interest to learn new programs

· Experience working well with a multitude of personalities and especially senior clients: Sensitivity to, patience and respect for individual needs.

· Organized, adaptable, ability to multi-task and prioritize and maintain excellent customer service.

· High degree of accuracy and attention to detail

· Ability to work independently and collaboratively

· Flexibility to changing procedures and programs used to service clients.

· Professional presentation, demeanor, language and writing skills

· Excellent telephone, listening and communication skills and ability to respond to a variety of circumstances with sensitivity.

· Must have a clean background screen, DMV record and finger print screen. Must have a negative tuberculosis skin test as well as being up-to-date with all California Covid requirements for this type of program. Must provide proof of minimum CA auto insurance coverage.

Amount of Supervision: Minimal

Reports to: DVFA Program Director

Job Type: Full-time

Pay: $16.00 - $18.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

COVID-19 considerations:
Following all Covid guidlines per CDSS

Education:

• Bachelor's (Preferred)

Experience:

• Records Managers: 1 year (Preferred)

Work Location: One location