Archive Assistant

Job Description :

The Code of Federal Regulations, Arizona Revised Statute, Arizona Administrative Code, the Health Insurance Portability and Accountability Act (HIPAA) of 1996, and the Arizona Health Care Cost Containment System (AHCCCS) / Division of Developmental Disabilities (DDD) contract mandates the Division to establish / maintain a system that ensures all member medical records are accessible / retained in compliance with all Regulatory Requirements. This position is on-site at the DDD Records Management Center.

Group interview is scheduled for 11 / 28 / 2025 at 10 AM, please ensure candidates are available to interview that day.

This position, located in a warehouse environment, requires minimal direction. It ensures that all records meet minimum standards in retention schedule requirements and that all received records are quality-checked for compliance with mandated regulations before being assigned a record site location. The incumbent, on a daily basis, organizes, logs, shelves, and maintains incoming files. In addition to the physical process of managing records, this position will identify records for digitization. This position is critical to ensure all records are stored and retrieved under proper authority and all requirements under HIPAA are met as it relates to member medical records. Retrieves records in response to requests and tracks

outgoing records to ensure their return. These records are then reprocessed for quality control before being housed in the correct location within the Records Management Center.

This position will box files, scan, and digitize all active member records, as well as those that have not reached retention. It ensures all records are digitized according to standard, and once approved, it will assist with the proper destruction of the paper records. This position will provide support to the Records Supervisor with special projects as they relate to records storage and maintenance. Performs general office duties such as filing, typing, operating and maintaining office machines, and data entry. Performs other duties as assigned.

Skills :

Organizing a high volume of incoming records, workload management, prioritizing work duties, computer skill

(Specifically with Google Suite) and staying on task.

Work independently and maintain working relationships with co-workers and other departmental staff.

Show attention to detail.

Read, understand and apply the federal and state and laws pertaining to the record retention schedule and HIPAA requirements

Ideal Experience :

The ideal candidate will have one year of experience handling records and data entry.

Qualifications :

Must have High School Diploma or equivalent

Required Skills

Familiar with HIPPA background

Lift at least 50lbs and be able to bend / stand 35-45%

Computer skills

Preferred Skills

One year of experience handling records and data entry