Office Operations & Records Specialist

FAMILY SERVICES OF AMERICA CORPORATION · United States

Office Operations & Records Specialist — Entry Level, Full Training Provided

Family Services of America · Fayetteville, NC · Full-Time · $18.00–$20.00 per hour

Family Services of America is a CARF-accredited nonprofit providing therapeutic foster care, family foster care, and outpatient behavioral health services to children and families in Cumberland County and the surrounding area. We are hiring an Office Operations & Records Specialist to keep our records, files, and office systems organized and audit-ready.

No prior healthcare or records experience is required. If you are organized, detail-oriented, and take pride in a system that runs the way it should, we will train you. This is a permanent full-time position with a structured 90-day training plan and a wage increase on successful completion.

What You Will Do

• Answer the main office line, take complete messages, and route them to the right person the same day.
• Greet visitors and keep the front office running smoothly.
• Set up, organize, scan, and file client records so anything can be found when it is needed.
• Process requests for records and make sure every release is properly authorized and logged.
• Keep employee files complete and current, and track certifications and clearances so nothing expires unnoticed.
• Send renewal reminders 60 days before anything comes due and follow up until it is handled.
• Track staff training hours and keep attendance records and certificates filed.
• Manage office supplies, equipment service, and vendor coordination.
• Set up meetings and trainings, take minutes, and distribute action items.
• Check our billing company’s monthly report against our own records to make sure every service was submitted and every denial gets fixed.
• Maintain tracking spreadsheets and send the weekly status report to supervisors.
• Direct the day-to-day clerical work of office volunteers.

What We Are Looking For

• High school diploma or GED.
• Genuinely organized — you keep systems in order and notice when something is missing.
• Accurate with dates, names, and details.
• Able to follow written procedures exactly and work independently from a recurring task list.
• Able to keep confidential information confidential, without exception.
• Comfortable with Microsoft Office or Google Workspace, including spreadsheets.
• Reliable and punctual.
• Valid NC driver’s license. Three professional references required. Must pass a criminal background check and required registry clearances.

Nice to Have (Not Required)

• Filing, medical records, administrative, or clerical experience.
• Experience with scanning or document management systems.
• Familiarity with HIPAA or records retention.
• Interest in healthcare administration, human resources, or business administration.

Training and Growth

You will be trained on FSA programs, confidentiality and HIPAA requirements, records security, our filing and records systems, and compliance tracking. Your first 30 days are foundations and shadowing, days 31–60 are supervised practice, and by day 90 you are working independently and reviewed on the FSA 90-day appraisal, with a wage step on successful completion. This role builds directly transferable skills in records management, HR file administration, and compliance operations.

Schedule, Pay, and Location

• Full-time, 40 hours per week, Monday through Friday.
• $18.00 per hour during the training period; $20.00 per hour upon successful conversion at 90 days.
• On-site at 5302 Yadkin Rd., Fayetteville, NC 28303.
• Medical health insurance and 401(k). AFLAC supplemental coverage available. Paid vacation leave and educational reimbursement per agency policy.

Family Services of America is an equal opportunity employer. We do not discriminate on the basis of gender, marital status, pregnancy, sex, color, race, age, national origin, ancestry, religion or creed, physical or mental disability, sexual orientation, gender identity or expression, genetics, military or veteran status, political beliefs, or any other legally protected status.