YMCA of Greater Seattle

Records Administrator

2 weeks ago(1/2/2018 8:09 PM)
Regular Full-Time
# of Openings
Accelerator YMCA - 2100 Building
2100 24th Ave S
USD $15.45/Hr.
USD $18.21/Hr.


Supports the department by performing various functions such as: complex data entry, data transmitting, auditing and correcting database transmissions. Supports the department and branch by maintaining client and personnel files in accordance with regulatory and contract requirements.  Updates and generates reports to notify clinical staff when reviews and renewals are due.  Responds to requests for medical information from clinical staff, government offices, and others.  Assures records are maintained in accordance with HIPAA regulations.  Works with the branch administrative team to revise forms, generate reports, track documents, and audit records.



  1. Ability to work efficiently and prioritize tasks, with strong attention to detail, accuracy and confidentiality.
  2. Creates and maintains electronic files with complex and sensitive data for client, personnel, and foster family files files according to contractual and regulatory requirements.
  3. Inputs client data into domputer systems, including ClientTrack, King County Mental Health Record Management and various vendor web-sites.
  4. Responds to assigned issues within databse and communicates with outside agencies for data entry issues.
  5. Transmits, audits and corrects errors for database inputs.
  6. Updates, validates and runs database queries to generate reports.
  7. Audits client and personnel files to insure compliance with regulatory and contractual requirements.Participates in the quality audits to validate that the document process flow is being adhered to.
  8. Tracks all documentation for clinical files, and reviews missing or late documentation with the appropriate supervisor.
  9. Prepares incoming and outgoing Release Of Information materials in a timely manner.
  10. Works with the team to revise forms according to legal and contractual changes.  Maintains up to date forms in central computer files for all staff.
  11. Ensures an ongoing printed supply of all program forms is available and organized in a central office location.
  12. Stays current with program and contractual changes, and changes file management as appropriate.
  13. Assists with reception duties and provides administrative support to the branch as directed.
  14. AA or equivalent preferred.
  15. Other duties as assigned.


  1. Current state approved first aid certification.*
  2. Current state approved CPR certification.*
  3. Current TB test showing negative results.*
  4. High school education or equivalent.
  5. Two years of client record management or related experience.
  6. Database experience desirable (Access, SQL)
  7. Word processing skills.
  8. Experience with multi-line telephone systems, fax machines, and copiers preferred.
  9. Knowledge of mental health regulations preferred.
  10. Ability to develop and maintain systems for efficient office flow and functioning.
  11. Prefer knowledge of, and previous experience with, diverse populations (language, culture, race, physical ability, sexual orientation, etc.). Ability to speak any language in addition to English may be helpful.


*Necessity and timing to be determined by the branch or department.




Strengthens the Y’s culture by demonstrating the values of the Y - honesty, caring, respect, and responsibility - in every aspect of work. 

Models cultural competence and supports diversity, effectively working with people of different backgrounds, abilities, opinions, and perceptions. 

Develop Self and Others

Demonstrates teamwork and personal accountability, seeking and providing feedback, coaching, and resources for development. 

Quality Results

Takes the initiative and holds self and others accountable to meet or exceed quantitative and qualitative goals relating to people (employees and members), philanthropy, finance and volunteerism.

Change Capacity

Facilitates change, seeks opportunities in the change process, models adaptability, and leads transition in support of the Y’s mission.

Inspire Others
Promotes creativity, generates excitement, and rewards risk taking, while consistently demonstrating a high level of emotional maturity, maintaining a positive attitude and building strong relationships


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