Phoenix, AZ - Business Operations - AZDES - DDD - Administrative Assistant - Archive Assistant

Records Management Specialist

Phoenix, AZ (On-site – Warehouse Environment)

Position Overview

We are seeking a detail-oriented Records Management Specialist to support the Division of Developmental Disabilities (DDD) Records Management Center. This role is responsible for organizing, maintaining, and ensuring compliance of sensitive medical records in accordance with federal and state regulations, including HIPAA.

This position requires a high level of accuracy, organization, and the ability to work independently in a warehouse-based records environment.

Key Responsibilities

• Organize, log, and shelve incoming records in accordance with retention schedules
• Perform quality checks to ensure records meet compliance standards
• Retrieve and track records, ensuring proper handling and return
• Scan, digitize, and maintain electronic records
• Prepare and assist with secure destruction of approved records
• Box, label, and store physical files appropriately
• Maintain accurate data entry and documentation
• Support special projects related to records storage and maintenance
• Perform general administrative duties (filing, typing, operating office equipment)

Requirements

• High School Diploma or equivalent
• Minimum 1 year of experience in records management, data entry, or similar role
• Strong attention to detail and organizational skills
• Ability to manage high-volume workloads and prioritize tasks
• Comfortable working independently with minimal supervision
• Basic computer skills, including Google Suite

Preferred Qualifications

• Experience handling confidential or medical records
• Familiarity with HIPAA and record retention policies
• Experience in a warehouse or records storage environment

Work Environment

• On-site role in a warehouse setting
• Involves standing, filing, boxing, and organizing records
• Requires handling sensitive and confidential information

What We're Looking For

• Highly organized and detail-oriented
• Reliable and able to stay on task
• Strong sense of accountability and accuracy
• Ability to follow compliance and regulatory guidelines