Records Administrator

2 days ago

Rancho Cordova, California, United States Hazels Diner Full time

Position: Administrative Coordinator – Legal and Medical Records

Location: Gold River, CA

Employment Type: Full time

Reports To: Case Managers

Position Summary:

We are seeking a detail-oriented and organized Administrative Coordinator with strong analytical skills and a high proficiency in Microsoft 365 (Outlook, Word, Excel, SharePoint) and Adobe Acrobat DC. The primary focus of this role is to manage and control legal and medical records—ensuring the accurate delivery, sorting, revision, and disposition of documents—while supporting Case Managers in day-to-day administrative and document-related tasks.

Key Responsibilities:

  • Manage the end-to-end flow of legal and medical records:
  • Receive and log incoming records
  • Review, sort, and organize documents
  • Identify and remove duplicate files
  • Prepare and distribute finalized records to Case Managers
  • Assist Case Managers with the acquisition and organization of diagnostic and client records
  • Communicate with clients and external stakeholders to obtain required documentation promptly
  • Use SharePoint, Excel, and Adobe DC to store, track, and combine record sets efficiently
  • Maintain detailed logs and ensure accurate documentation for all case-related materials
  • Handle multiple caseloads simultaneously, taking direction from multiple team members
  • Prioritize tasks to meet case deadlines and respond flexibly to shifting priorities
  • Identify and resolve issues related to delays or gaps in the record delivery process
  • Collaborate effectively with Case Managers and administrative colleagues

Qualifications:

  • Proven administrative experience in a legal, medical, or document-intensive environment
  • Strong analytical, organizational, and problem-solving skills
  • Proficiency with:
  • Microsoft 365 (Word, Excel, Outlook, SharePoint)
  • Adobe Acrobat DC (especially for merging, editing, and organizing PDFs)
  • Excellent verbal and written communication skills
  • Ability to manage time efficiently and work independently with minimal supervision
  • Comfort working in a fast-paced environment with multiple priorities
  • Familiarity with handling sensitive or confidential information with discretion

Preferred:

  • Experience in legal or healthcare administration
  • Bachelors degree preferred
  • Prior exposure to case management systems or client databases

If you're a highly organized, tech-savvy professional who thrives in a support role and enjoys working with documents and data, we encourage you to apply.

To apply, please send your resume and a brief cover letter to

Job Type: Full-time

Pay: $ $27.00 per hour

Benefits:

  • 401(k)
  • Health insurance
  • Paid time off

Work Location: In person

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