Administrative Coordinator

Jefferson Parish Human Services Authority (JPHSA) is a Local Governing Entity (LGE) created by the Louisiana Legislature in 1989. JPHSA is responsible for the management and operation of behavioral health and developmental disability Services in Jefferson Parish. JPHSA provides fully integrated primary and behavioral healthcare services through its Jeff Care program. We are seeking a highly organized and detail-oriented professional to join our team as an Administrative Coordinator
. The ideal candidate will possess strong multitasking abilities, excellent time management skills, and a proactive approach to administrative support. If you thrive in a fast-paced environment and are committed to efficiency and accuracy, we encourage you to apply.

• Accepting Direction: The ability to be open and willing to follow guidance or instructions.
• Communicating Effectively: The ability to convey information, ideas, and emotions using structured communication methods that promote understanding and engagement.
• Demonstrating Accountability: The ability to take ownership of actions, behaviors, performance, decisions, and outcomes.
• Making Accurate Judgments: The ability to assess options, weigh risks, and make sound decisions using available information and logical reasoning.
• Thinking Critically: The ability to analyze information objectively, identify connections across sources, and form logical, well-supported conclusions.

As an Administrative Coordinator, you will,

• Serves as liaison between JPHSA's Records Officer and the division/department Records Managers
• Participates in the review and revision of the Records Management program, including, but not limited to, the Records Management policy and Record Retention Schedule
• Assists agency's Records Officer with submitting requests to the Louisiana Secretary of State to approve the destruction of records. Once approved, schedules training with Records Managers in each division/ department to review/train on the agency's records management policy, record retentions schedule and definitions and records eligible for destruction. Ensures all approved records are destroyed. Follows-up with Records Managers to track records that have been destroyed.
• Assists agency's Records Officer with training/retraining staff and provides on-going follow-up to Records Managers regarding process changes and destruction approval updates
• Manages the division/department records data bases ensuring certain criteria is captured. Service records databases include: last name, first name, middle initial, date of birth, child/adult, EHR number, Division/Department name, service type, volume number, open/closed file, deceased, last date of service and/or closure date. Human Resources database includes: last name, first name, division/department, date of birth, action effective, employee position, comments, and box number.
  
  Finance Operations database includes: fiscal year, description, record series title, retention period, destruction date, retention schedule approval date, box number, file cabinet/shelf number, location, approved for destruction and destroyed date.
• Coordinates the process for sending and receiving records to an off-site vendor via the Off-site Records Storage procedure, CPS.
  004. Process includes, but is not limited to, overseeing the packing and labeling process of boxes to be shipped to off-site, entering information into an online portal for the pick-up of boxes from the agency or drop off boxes from the off-site storage to the agency, and ensuring coverage is available during pickup or drop off of records. Submits annual Purchase Authorization to Finance Operations for off-site storage
• Supports Performance and Quality Improvement/Compliance by assisting JPHSA's Records Officer with an annual agency-wide audit to ensure compliance with the Records Management policy and any ancillary procedures. Assists with compiling the audit report and with any corrective actions based on audit findings. May assist with providing technical…