Technical Records Specialist 1

Technical Records Specialist 1

Current Opening in:

Coeur d'Alene: 1121 E Mullan Avenue, Suite 101

Salary: $17.94 per hour (40 hours per week)

Applications will be accepted through 11:59 PM MST on the posting end date

Upon successful completion of training, due to Agency needs, this position may transition to remote work from home

STATE OF IDAHO EMPLOYEES: If you are a current or temporary State of Idaho employee you MUST apply through Luma Opportunities. Applying through the State of Idaho's external career website will create duplicate profiles and will slow the processing of your application for a new position.

NOTICE: Due to a recent system improvement, if you have previously applied for a position with the State of Idaho, select Reset/Forgot Password and follow the prompts to access your account. For additional assistance, refer to the Candidate Guide located under Candidate Resources on the State of Idaho Careers page.

Our Vision

An Idaho where all individuals with disabilities have the opportunity to participate in the workforce and employers value their contributions.

Our Mission

To prepare individuals with disabilities for employment and career opportunities while meeting the needs of the employer.

Purpose of Position:

The Technical Records Specialist 1 position is assigned to the Statewide Program Processes Unit and provides records management and administrative support within a Vocational Rehabilitation setting. This position is responsible for reviewing and processing documentation, maintaining accurate case records, ensuring compliance with IDVR policies and state/federal regulations, and delivering high-quality customer service to students, participants, staff, and other stakeholders. The position supports the daily operations of the Pre-ETS and Employment Services team members through comprehensive office support and technical assistance.

Key Responsibilities:

Records and Data Management:

• Create, organize, update, and maintain manual and electronic case records in accordance with confidentiality requirements and regulatory standards
• Review incoming documentation for completeness and accuracy before processing
• Perform ongoing data review within case management and database systems and follows-up as appropriate

Office Support and Administrative Duties:

• Compose and format professional correspondence; review for completeness of Agency forms; and maintain office records in an orderly fashion
• Receive, sort, and distribute incoming mail; handle outgoing correspondence in a timely and efficient manner
• Greet visitors, respond to phone inquiries, and provide routine information regarding Pre-ETS and Employment Services procedures, rules, and program eligibility, ensuring quality customer service in all interactions
• Schedule and coordinate meetings with participants, students, team members, and case conferences as needed
• Perform general office management duties such as ordering supplies, maintaining calendars, and tracking inventory
• Provide clerical and case support to Counselors, VR Coordinators, and supervisors/managers, assisting with case documentation, file maintenance, and follow-ups
• Enters participant data into case management system as assigned Compliance and Program Coordination:
• Create and manage authorizations for services in compliance with Agency guidance and policies
• Ensure maintenance of confidentiality and security of Personally Identifiable Information (PII) at all times

Minimum Qualifications: Experience:

• Monitoring a records system to identify and correct errors: typically gained by at least six (6) months of full-time work experience where monitoring a records system and fixing errors was a key responsibility of the job
• Researching a variety of sources to resolve problems: typically gained by at least six (6) months of experience performing research and analysis of complex or technical material requiring in-depth program knowledge in order to determine if requirements were met and if they complied with established laws, policies, and/or procedures
• Interpreting, explaining and applying regulations, laws, or complex policies to carry out assignments: typically gained by at least six (6) months of full-time work experience reviewing documents or actions for compliance with laws, regulations, policies, and/or procedures
• Entering and retrieving data using a computerized records system: typically gained by at least six (6) months of full-time work experience where entering and retrieving data in a computerized database was a primary function of the job.

MQ Specialties:

Typing 40 words per minute

Preferred Qualifications:

Good working knowledge of:

• Office equipment such as printers and scanners: typically gained through work experience using this equipment.
• Current office software applications (e.g. Microsoft Office suite), as well as familiarity with the use of a search engine (e.g., Google, Microsoft Edge, etc.): typically gained by at least six (6) months of experience using these applications on a regular and frequent basis.
• Customer service skills: typically gained through direct interaction with customers in roles such as retail associate, call center representative, front desk staff, or other client-facing positions. These skills are developed by handling inquiries, resolving complaints, and ensuring customer satisfaction in a professional and timely manner.

This is a classified position in the State of Idaho's classification system. With prior approval, this position is eligible to accrue compensatory time off at time and one-half for hours worked in excess of forty (40) hours per week.

Recruitment Contact:

Questions about the position or the application process can be directed to Julie Davis, Human Resource Business Partner I, 208-287-6451 or Julie.Davis@VR.Idaho.Gov

Benefits: In addition to salary, the state contributes an average of nearly 40% of an employee's annual salary toward comprehensive benefits, creating a competitive total compensation package!

The State of Idaho offers a robust total compensation package, including but not limited to:

• One of the top 5 retirement systems in the Nation (PERSI) that offers a defined lifetime benefit at retirement
• 2 voluntary supplemental retirement plans including both pre-tax and Roth options
• Medical, vision, and dental insurance benefits that become effective first of the month following your hire date. All contributions can be pre-tax
• 11 paid holidays
• Paid sick and vacation that begins accruing on your first day of employment; can be used immediately after accruing (no waiting time)
• Paid parental leave
• Life insurance for self, spouse, and children
• Additional perks and discounts available through medical provider
• Public Service Loan Forgiveness (PSLF) Eligibility
• Employee assistance program

Additional information related to benefits and/or State programs can be found here: https://dhr.idaho.gov/information-for-state-employee/

EEO/ADA/Veteran:

The State of Idaho is committed to providing equal employment opportunities and prohibit discrimination against qualified individuals based on their status as protected veterans or individuals with disabilities and prohibit discrimination against all individuals based on their race, color, religion, political affiliation or belief, sex, national origin, genetics, or any other status protected under applicable federal, state, or local laws.

The State of Idaho is committed to access and reasonable accommodation for individuals with disabilities, auxiliary aids and services are available upon request. If you require an accommodation at any step in our recruitment process, you are encouraged to contact (208) 334-2263 (TTY/TTD: 711), or email ada.coordinator@dhr.idaho.gov.

Preference may be given to veterans who qualify under state and federal laws and regulations.