Skip to main content

Records Management Administrator

X16

Basic Purpose

Positions in this job family are assigned responsibilities for planning, organizing and directing a major statewide multifunctional records management and review program.

Typical Functions

  • Directs a statewide comprehensive multifunctional records management and review program.
  • Selects and assigns geographical areas of responsibility to records consultants providing administrative and technical records supervision.
  • Consults with program directors and administrators when new records systems are proposed, revised or evaluated.
  • Coordinates with agency program directors and administrators in implementing new records, records changes, filing procedures and fee systems.
  • Insures records systems comply with agency directives, state statutes and federal regulations.
  • Reviews record audits and reviews conducted by records consultant staff.
  • Evaluates employee performance, prepares employee service appraisals, prepares employee developmental plans, approves requests for leave and initiates disciplinary actions as needed.
  • Establishes standards for operating procedures.
  • Develops statistics and reports to provide a basis for evaluation of records management systems and for program planning.
  • Directs staff training programs for records personnel and insures coordination with appropriate divisions.
  • May serve as chair of forms committee for the agency to assure consistency of statewide record systems.

Level Descriptor

Level I: Code: X16A Salary Band: N

The Records Management Administrator job family consists of only one level and incumbent employees are responsible for planning, implementing and reviewing administrative and medical records management systems to insure compliance with applicable agency policies, state statutes and federal regulations and reporting requirements.  Direct supervision will be provided to a staff of records consultants including performance evaluation, approval of leave and required disciplinary actions.

Knowledge, Skills, and Abilities required include knowledge of the methods and techniques of medical and administrative records management; of federal and state laws and regulations relating to multiple programs administered statewide; of principles, methods and practices of the various health services performed; of the organization, development and administration of services; of oral and written communications; of training techniques and methodology; and of methods of planning and management.  Ability is required to administer a records management program and supervise personnel; to communicate program requirements and agency procedures in a clear and concise manner, both orally and in writing; to interpret, analyze and resolve complex administrative and technical problems; and to establish and maintain effective working relationships with others.

Education and Experience requirements consist of a bachelor’s degree and five years experience in medical and administrative records management in a health care facility or agency, including three years of experience auditing records; or an equivalent combination of education and experience.

Note:  Experience as a ward clerk or any other position assigned “charting” duties will not be considered as qualifying.  No substitution will be allowed for the three years of experience auditing records.

Back to Top