File Clerk Supervisor

About the Role

The File Clerk Supervisor at HOPICS operates under the guidance of the Senior Manager for Contracts & Compliance, managing file room operations across all HOPICS locations, including sites lacking assigned File Clerks. The role focuses on ensuring strict adherence to records management protocols, confidentiality, and compliance with HIPAA, 42 CFR Part 2, and agency standards.

Key Responsibilities

• Supervise, schedule, train, and evaluate all File Clerks attached to on-site file rooms.
• Act as the primary contact and supervisory authority for file room operations at sites without assigned clerks, ensuring policy enforcement.
• Conduct consistent audits and inspections of all file rooms to validate compliance with security measures and filing standards.
• Monitor and enforce correct procedures for file sign-in/out, request forms, audit requests, and alternative access protocols.
• Guarantee routine and urgent file requests are processed expediently and that files are returned daily.
• Arrange for substitute coverage or coordinated security access when regular staff is unavailable.
• Ensure accuracy and proper archiving of file inventories across programs and sites.
• Oversee mail handling respecting confidentiality and timely distribution.
• Coordinate offsite storage logistics per contract requirements.
• Investigate and resolve issues regarding missing or misfiled documents, implementing corrective actions.
• Provide training for new employees on file room policies, filing systems, mail processing, and confidentiality.
• Recommend and assist in updates to file room policies and procedures.
• Prepare and present compliance and audit readiness reports to senior management.
• Maintain documentation and accountability practices for file handling at all sites.
• Coordinate file retrieval and prepare files for audits, subpoenas, and authorized requests.
• Review and approve timesheets ensuring accurate recording of hours and overtime.
• Conduct regular one-on-one supervision and team meetings with proper documentation.
• Manage performance through evaluations and improvement plans, oversee onboarding and training.
• Schedule staff to maintain adequate coverage, approve time off, and enforce policy updates.
• Address conflicts professionally and support resource management including supply requests.
• Serve as liaison with other departments to facilitate communication and coordination.
• Travel between file room sites as necessary while adhering to agency policies and standards.
• Administer Release of Information (ROI) requests by reviewing, processing, and maintaining confidential tracking systems.
• Directly support file room operations by performing filing, retrieval, document scanning, and intake packet maintenance as needed, particularly during staff shortages or technical outages.
• Maintain client service records aligned with regulatory and auditing requirements.
• Support special projects, new site launches, and other duties as assigned, including potential overtime or weekend work.

Required Qualifications

• Associate degree required; Bachelor’s degree preferred or three years of records management experience.
• At least two years in file/records management or related administrative roles, with a minimum of one year in supervisory capacity.
• Knowledge of HIPAA, 42 CFR Part 2, and privacy regulations.
• Proven skills in training, coaching, and leading multi-site teams.
• Possession of a valid California Driver’s License and clearance through background and employment eligibility checks.

Preferred Skills and Experience

• Experience in homeless services, healthcare, or behavioral health fields.
• Proficiency with Microsoft Word, Excel, Access, Google Sheets, and electronic health record (EHR) systems.
• Strong organizational, communication, and problem-solving capabilities.

Working Conditions

This supervisor role mainly functions in an office environment but requires frequent travel between various HOPICS locations and storage sites. The environment may expose the supervisor to loud and potentially disruptive client behaviors, necessitating the ability to maintain professionalism under such conditions.

Physical and Mental Demands

• Must be able to move continuously during work hours, including lifting and carrying between 50 to 75 pounds.
• Job tasks involve sitting, standing, walking, and speaking, with travel required between sites.
• Must handle interruptions and shifts in priorities across multiple locations with mental agility and strong focus despite distractions.