Records Management Specialist

Responsibilities

Job Summary: Accountable for processing and fulfilling records requests for confidential and sensitive information from requesting third parties. Essential Functions/Process Responsibilities Include the Following- Work under direct supervision to facilitate the records request intake process including retrieving and prioritizing of incoming requests from third parties- Process records requests for confidential and sensitive information maintained by H-E-B including coordination between departments as well as customer databases to retrieve records- Perform data entry of records requests into the H-E-B Records Management Department database focusing on data accuracy, quality and integrity- Provide periodic status of pending records requests from requesting third parties including appending the H-E-B Records Management Department database with said status- Ensure quality by reviewing the completeness of the records requests prior to fulfilling and releasing the confidential and sensitive information to requesting third parties- Assist the Records Management Department with processing complex records request (e.g., subpoenas)- Prepare records for delivery to the requesting third parties (e.g., fax and postal mail) and append the H-E-B Records Management Department database with completion and closure of the request- Scan, index, and archive all records requests, responses, and supporting documentation into the H-E-B Records Management Department database- Respond to periodic H-E-B Records Management Department database reviews and audits ensuring data accuracy, quality and integrityEducation and experience preferred- High school diploma or equivalent- Zero (0) to three (3) years' experience in records management handling confidential and sensitive information- Experience in data entry- Computing skills, including Microsoft Office and customer databases - Working knowledge and experience of H-E-B pharmacy systems and related supporting systems is a plusKey Competencies preferred- Excellent customer service skills with the ability to communicate clearly and in an informative manner with a variety of people either face-to-face, by telephone, or by other electronic means as well as effective listening skills and ability to handle escalating situations with concern and confidence- Proven capabilities in working effectively and professionally with a variety of people including the ability to quickly establish an appropriate professional rapport with courtesy and tact in order to determine peoples' needs, collect necessary information, and follow through when requested- Demonstrated ability to support time-based requests with strong attention to detail along with the ability to function effectively in a multi-tasking, fast-paced office environment with deadlines, frequent interruptions, and some interpersonal pressure- Well-organized, self-starter who is able to act on own initiative while exercising reasonable judgmentPhysical and Other Requirements- Travel by car- Sit for an extended period of time09-2015