Compliance File Clerk ORR - Upbring

Overview

About Upbring 

At Upbring, we are servants on a mission to break the cycle of child abuse. We are warriors, brave as the thousands of Texas Children and families we serve. We stand up for those who can’t speak for themselves. We are a family who values innovation, empathy, patience, understanding and trustworthiness.

About our Children's Shelters

Many children begin life in the face of serious challenges. Instead of playing pretend and imagining grand adventures, unaccompanied children face perilous conditions alone as they travel to unfamiliar countries, leaving home and loved ones behind to escape war and violence. Our children’s centers, operated through a grant from the Office of Refugee and Resettlement (ORR), provide safety, stability and wraparound services. We help children grow into adults who have received love and kindness, instead of only violence and chaos.

What You'll Do as a Compliance File Clerk

The Compliance/File Clerk is responsible for filing and auditing UC case files, entering and maintaining information and data into the information systems, maintaining well organized files in accordance with program filing and record-keeping standards in accordance with the Office of Refugee and Resettlement (ORR) standards, Agency, and licensing standards, and other federal, state, CARF and local regulatory requirements.

Upbring staff members are servant-leaders in the pursuit of breaking the cycle of child abuse and empowering others to do the same through example while embodying our core values: We are Warriors. We are Servants. We are Family.

All Upbring Children's Shelters employees must comply with ORR's vaccination mandate. 

All staff must be able to show proof of immunity to vaccine-preventable diseases transmitted by the respiratory route if working directly with unaccompanied children (UC). Medical and Religious exemptions may be requested after an offer of employment is accepted. 

Responsibilities

We Are Warriors | We Set the Standards for Child Welfare

Work Standards for a Compliance File Clerk 

• Locate, retrieve, and make copies of information from UC files as requested
• Perform clerical work pertaining to updating, filing, storing, and locating files, records, and reports
• Regularly audit files to ensure correct placement, legibility, and other proper filing expectations according to program standards, ORR regulations, and other federal, state, CARF, and local regulatory requirements
• Monitor and evaluate the filing process and make recommendations for improvement in file location, storage, space allocation, and/or the filing process
• Maintain records and files to meet department and facility needs and compliance with regulatory requirements
• Ensure confidently of all information documented in files; adhere to HIPPA regulations
• Other duties and special projects as assigned

Communication

• Complete data entry and reports upon request
• Complete administrative and clerical duties, such as scanning, faxing, copying, printing, and scheduling meetings and appointments as requested
• Answer multiple phone lines and direct calls to appropriate department when needed
• Actively participate in the preparation and internal auditing of resident case files; ensure all case files are complete, include all the necessary paperwork, and meets ORR and other federal, state, and local regulatory requirements; report any discrepancies or deficiencies to management in a timely manner; provide suggestions for improvements with case file documentation and/or auditing
• Prepare case files upon notification of licensing, accreditation, ORR, or other federal, state, and local regulatory on-site auditing
• Track and report trends associated with accuracy and completeness of case files in accordance with regulatory requirements
• Create reports of audited case files and other requested information

We Are Servants| We Help Others

Teamwork

• Work closely with management to create policies, procedures, and processes for completing, maintaining, and auditing case files
• Develop and maintain positive working relationships with management and staff to ensure case files are completed, submitted, and stored in a manner that follows ORR regulations and other federal, state, and local regulatory requirements
• Actively participate in the safe and orderly evacuation of youth and staff during an emergency drill and mandated disaster; serve as a member of the management team assisting with evacuation of youth and staff

We Are Family | We Are Passionate & Compassionate

Building Relationships

• Maintain positive working relationships and ensue internal and external contacts always receive courteous and professional customer service
• Work as team player and exhibit professional behavior and a positive attitude with both internal and external clients that reflects positively on the Agency and is consistent with Agency policies and practices
• Work as a member of the team and exhibit professional behavior and a positive attitude with both internal and external clients that reflects positively on the Agency and is consistent with Agency policies and practices.
• Actively participate in exhibiting cultural awareness and sensitivity when interacting with children, parent(s)/guardian(s), staff, and the community

Qualifications

Compliance File Clerk Minimum Qualifications

• High School diploma or equivalent
• 1-year clerical or administrative experience
• Ability to work in a fast-paced environment, while maintaining excellent customer service skills
• Self-starter with the ability to take initiative and work with limited supervision
• Works well in a team environment and can work well independently
• Strong organizational and time management skills
• Strong people and interpersonal skills with the ability to work and interact with diverse groups of people
• Ability to read and write and accurately file in alphabetical or numerical order
• Proficient use of Microsoft Word, Excel, and Outlook

Compliance File Clerk Preferred Qualifications

• 2 years previous clerical or administrative experience
• Prior compliance and/or internal company audit experience in a role like quality assurance
• Ability to read and write in Spanish, highly preferred (based on service population and service area) 

Physical Demands & Work Conditions for a Compliance File Clerk

• This position requires sitting and looking and using a computer for long periods of time
• Position works in a child facility and has constant exposure to children
• Lift, push, pull, move up to 50 lbs.

The physical requirements for this position with or without reasonable accommodation are representative of those that must be met by an employee to perform the essential functions of this position successfully. While performing this position the employee with or without reasonable accommodation should have the ability to walk, stand, sit, kneel, speak, and hear with aid, see, read, reach with arms and hands, lift and/or move up to specified weight, and use equipment that is essential to performing the job, such as a computer, copier, fax machine, telephone, and automobile, if applicable. Specific vision requirements of this position may include color vision, seeing things close up, and the ability to adjust focus.

Diversity. Equity. Inclusion. Belonging.  

We are a diverse and inclusive Organization that recognizes our strength is in the efforts of our selfless warriors. Honoring and recognizing the value and dignity of all individuals is the cornerstone of our agency. The more diverse the individuals, thought processes and lived experiences, the greater the opportunity is to combine unique perspectives to make a greater impact. Our trust, respect, and appreciation for one another is demonstrated through our communication, celebration of progress and relentless effort to be at our best TO FULLFILL OUR MISSION OF BREAKING THE CYCLE OF CHILD ABUSE.

Upbring is an Equal Employment Opportunity/AA Employer and does not discriminate on the basis of race, color, ancestry, religion, age, sex, sexual orientation, gender, gender expression, gender identity, pregnancy, marital status, national origin, genetic information, physical or mental disability, military or veteran status.