Legal Secretary
Penda Aiken, Inc
Delmar, NY
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JOB DETAILS
SALARY
$19
LOCATION
Delmar, NY
POSTED
3 days ago
Location: Albany, NY (Justice Center for the Protection of People with Special Needs) Position Type: Full-Time (1-2 Vacancies Available)
Position Overview
Our firm is seeking a highly organized and detail-oriented Records Access Specialist to assist in the management of the Agencys Records Access program. This role is critical in ensuring the protection of people with special needs by managing sensitive documentation and ensuring compliance with state and federal disclosure laws.
The ideal candidate is a self-starter who thrives in a fast-paced environment, excels at working independently, and can handle time-sensitive, highly confidential information with absolute discretion.
Key Responsibilities
Redaction & Compliance: Perform complex redactions on case records in strict accordance with Social Services Law (SSL) § 496 and Freedom of Information Law (FOIL) requests.
Quality Assurance: Audit and review redactions performed by other staff members to ensure accuracy and legal compliance.
Workflow Management: Monitor SharePoint workflows to maintain high levels of productivity and efficiency; apply LEAN concepts and Key Performance Indicators (KPIs) to streamline internal processes.
Training & Leadership: Develop and present training materials regarding redaction topics and records management during all-staff meetings; onboard and train new staff members.
Case Coordination: Review Investigative Summary Reports (ISRs) and Letters of Determination (LODs) for completeness, coordinating with supervisors to resolve discrepancies.
Correspondence & Dispatch: Draft professional cover letters and correspondence for state agencies and service providers; manage the dispatching of case information to the Office of the Medicaid Inspector General (OMIG).
Administrative Oversight: Grant Corrective Action Plan (CAP) extensions for delayed cases; manage records reconciliation and the secure mailing of closed case files.
Database Management: Handle the secure import/export of confidential data using internal Justice Center database systems.
Qualifications
Technical Skills:
Proficiency in Microsoft Office (Word, Excel, Outlook, Teams).
Advanced experience with Adobe Acrobat Pro (specifically for redaction and document manipulation).
Experience with SharePoint and FileNet or similar document management systems.
Ability to quickly learn and master proprietary agency database programs.
Core Competencies:
Attention to Detail: Ability to spot minute errors in dense legal and medical documentation.
Confidentiality: Proven track record of handling sensitive information and maintaining the integrity of private conversations and proceedings.
Communication: Excellent written and verbal skills for interacting with outside state agencies and providers.
Efficiency: Knowledge of LEAN concepts to reduce waste and improve process flow.
Preferred Experience
Experience working within New York State oversight or human services agencies.
Background in legal assistant, paralegal, or records management roles.
Familiarity with the specific privacy requirements of the Justice Center or similar state entities.
About the Company
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