Archive Assistant

Records Management Specialist

Detail-oriented Records Management Specialist responsible for organizing, maintaining, and safeguarding confidential documents in compliance with federal and state regulations, including Health Insurance Portability and Accountability Act and Arizona Health Care Cost Containment System guidelines. This role combines records management, data entry, and administrative support in a warehouse and office environment, requiring strong organizational skills, accuracy, and the ability to work independently with minimal supervision.

Key Responsibilities:

• Organize, log, shelve, and maintain large volumes of confidential records.
• Perform quality control checks to ensure documents meet retention and regulatory requirements.
• Retrieve and track outgoing records to ensure timely return and accurate re-filing.
• Scan and digitize paper records while maintaining document integrity and indexing accuracy.
• Assist with secure destruction of records in accordance with approved retention schedules.
• Enter and maintain accurate data in electronic databases and tracking systems.
• Operate office equipment including scanners, printers, copiers, and computers.
• Identify records for digitization and verify imaging meets established standards.
• Support supervisors with special projects related to records storage and maintenance.
• Perform general administrative duties such as filing, typing, and document preparation.
• Maintain confidentiality and ensure all records are stored and accessed under proper authority.

Required Skills and Qualifications:

• High school diploma or equivalent.
• Minimum of one year of experience handling records and performing data entry.
• Strong understanding of confidentiality and regulatory compliance standards.
• Proficiency in Google Workspace (Docs, Sheets, Gmail, Drive).
• Excellent organizational and time management skills.
• Strong attention to detail and quality control.
• Ability to work independently and maintain effective working relationships.
• Comfortable working in both warehouse and office environments.
• Ability to prioritize tasks and manage high volumes of incoming records.