Jamie Gunstone

• Processes records received to include physical and electronic, tracks and disperse to designated area.

• Enters and corrects data in FamLink, SharePoint and Record Indexing System.

• Provides directions to staff on preparing records for imaging and record retention.

• Responsible for accurately communicating record management policy and procedures to DCYF staff.

• Assist staff in locating and accessing imaged records.

• Mitigates risk of court sanctions from poor records management or inaccessible records.

• Assists in transferring records stored on a variety of portable media devices to AX, this work will include incoming media devices.

• Manages workflow and deadlines to provide timely and accurate responses.

• Provides technical assistance to staff, supervisor and managers with the retrieval of electronic records.

• Research client history utilizing case management system, FamLink, ACT and WaCompass. Conduct thorough searches for hard copy and electronic (FamLink, ACT, WaCompass and AX) records regarding clients.

• Resolves issues regarding obtaining complete information and records with the respective manager or appointing authority.

• Process incoming and outgoing Background Check mail.

• Process incoming and outgoing Public Disclosure mail.

• Exercises independent judgment to interpret federal and state statutes, including the Requirements for the Destruction of Paper Records after Imaging to avoid penalties.

• Coordinates with the DCYF Records Officer, development of more efficient processes to make records accessible to staff.

• Exercises independent judgement and provide outstanding customer service.

• Prepares records for release, utilizing imaging software Image Trust, and with the imaging of records ensure record is available in its entirety in ApplicationEnhancer.

• Assist Public Disclosure and Legal Team in collecting records to ensure all requested information and records requested are collected and imaged.

• Utilizes Agency Records

• Perform data entry and correction in record indexing systems.

• Provide training to DCYF staff on preparing records for imaging and record retention.

• Communicate record management policy and procedure to DCYF staff.

• Assist staff in locating and accessing imaged records.

• Lift and move boxes of records in field offices and DCYF's records center.

• Mitigate the risk of court sanctions from poor record management or inaccessible records.

• View and listen to highly sensitive and sometimes explicit images and recordings of children.

• Assist in transferring records stored on a variety of portable media devices to ApplicationXtender (AX), including in-coming media devices.

• Conduct quality assurance as records are processed for imaging.

• Model the importance of maintaining a highly organized and accurate record management system.

• Coordinate requests from records, public disclosure managers, and the Public Disclosure Unit.

• Respond promptly to special requests for records.

• Utilize Famlink, SharePoint, Application Extender and Barcode to verify the location or destruction of records.

• Provide technical assistance to staff, supervisor and managers with identifying requested information.

• Research client history utilizing case management system, Famlink.

• Conduct thorough searches for hard copy and electronic Famlink and AX records regarding clients.

• Provide consultation to DCYF staff on searching, collecting, and preserving records for tort claims.

• Experience with Famlink, Barcode, Application Extender, and SharePoint.

•Working knowledge of DCYF policies, procedures, rules, and regulations.

• Advanced level of skill utilizing Microsoft Office Suite (Word, Excel and Outlook).

• Demonstrated ability for attention to detail and good organization skills.

• Ability to interact professionally with internal and/or external customers.

• Ability to work in a high volume, diverse, and stressful environment.

• Participates in staff meetings and represents RMU in ERM, ASD, or other DCYF meetings.

• Stays up to date on changes in the state and national standards for destruction of paper records after imaging.

• Act as consultant to management, and coworkers, across the state on preparing records for imaging.

• Participates in culture building efforts in ERM, ASD, and DCYF.

• Fulfills training requirements of the position and agency mandatory training.

• Attends training and conferences.

• Identifies areas in need of improvement and engages in identifying and analyzing solutions.

• Participates in agency committees and initiatives regarding the records.

• Prioritize records received, review record transmittals, contents, and barcode sheets for accuracy.

• Prioritizing records to ensure emergent requests from DCYF employees are completed immediately and viewable electronically.

• Review transmittals for accuracy by verifying contents received and barcode sheets match information on transmittals.

• Ensure all tracking has been completed in FamLink and SharePoint for records received.

• Consult with supervisor if errors occur to ensure accurate record processing and communication with preparer.

• Update transmittals located on the Document Imaging SharePoint site and correct barcode sheets to ensure compliance with established procedures.

• Prepare and scan records into ApplicationXtender, DCYF’s electronic record management system.

• Prepare physical records for scanning by following established procedures. Scan physical records into ApplicationXtender using a document imagining scanner.

• Monitor scanning to ensure all records have been fed through correctly and no records are missed.

• Provide training to DCYF staff on preparing records for imaging and record retention.

• Assist staff in locating and accessing imaged records.

• Lift and move boxes of records in field offices and DCYF's records center.

• Mitigate the risk of court sanctions from poor record management or inaccessible records.

• View and listen to highly sensitive and sometimes explicit images and recordings of children.

• Assist in transferring records stored on a variety of portable media devices to ApplicationXtender (AX), including in-coming media devices.

• Coordinate requests from records, public disclosure managers, and the Public Disclosure Unit.

• Respond promptly to special requests for records.

• Utilize Famlink, SharePoint, Application Extender and Barcode to verify the location or destruction of records.

• Provide technical assistance to staff, supervisor and managers with identifying requested information.

• Prepping files to be ready to be scanned and uploaded into Imagetrust.

• Training new hires on the prepping and scanning process.

• Sorts, files, and tabulates various documents and records; establishes and prepares new files or categories within established filing systems; enters and retrieves data using electronic files; removes and logs materials; maintains status and file reports;

• Performs basic word processing or typing tasks such as aligning text, setting margins and tables, saving or filing, spell checking, and printing to produce memos and letters;

• Cross checks and tabulates standard information; checks incoming forms and documents for required information; extracts and compiles statistical data from source documents;

• Receives, sorts, and distributes mail, messages, records, office supplies, and other materials;

• Performs other duties as required.

• Greeted guests at front desk and engaged in pleasant conversations while managing check-in process.
• Maintained organized and clean front office area to create professional and welcoming environment for visitors and employees.
• Scheduled, coordinated and confirmed appointments and meetings.
• Delivered outstanding first impressions by warmly greeting visitors upon arrival at the front desk.