Front Office & Records Management

Unity Children’s HomeFront Office \& Records Management Assistant

Schedule: Monday–Friday, 8:00 AM–4:00 PM

Pay: $22/hour

Location: Spring/Houston, TX

Position Summary

Unity Children’s Home is seeking a highly organized Front Office \& Records Management Assistant to support daily front\-office operations and maintain accurate, compliant records for both employees and youth receiving residential treatment services. This role requires strong computer skills, excellent organizational abilities, and the capacity to manage confidential information within DFPS, T3C, HIPAA, and agency standards.

The ideal candidate is professional, dependable, and skilled in schedule coordination, onboarding processes, and electronic record management. This position plays a critical part in ensuring that staff files, youth charts, and agency documentation remain accurate, up\-to\-date, and audit\-ready.

Key Responsibilities1\. Front Office \& Reception

• Greet visitors, staff, and stakeholders professionally.
• Answer and direct incoming calls; relay messages promptly.
• Maintain a clean, organized, and professional front office area.
• Support intake and visitor sign\-in procedures as needed.

2\. Records \& Documentation Management

• Maintain
employee personnel files (training records, background checks, onboarding documents, certifications, etc.).
• Maintain
youth charts, including admission packets, treatment plans, medical documentation, incident reports, and daily logs.
• Conduct routine file audits to ensure compliance with DFPS Minimum Standards and internal policy.
• Organize and manage electronic documentation in software systems such as Extended Reach or similar case\-management tools.

3\. Scheduling \& Coordination

• Manage agency\-wide calendars, including:
• Staff schedules
• Training schedules
• Clinical deadlines
• Meetings and compliance timelines
• Notify supervisors of upcoming expirations, deadlines, and compliance requirements.

4\. Onboarding \& Training Support

• Coordinate and conduct
initial onboarding for new hires, including collection of required documents and system setup.
• Facilitate or schedule the required
40 hours of pre\-service training for new employees.
• Maintain documentation and verification of completed training hours.
• Work with supervisors to ensure employees meet all agency and DFPS onboarding requirements.

5\. Administrative \& Office Support

• Assist HR, clinical, and administrative departments with clerical tasks.
• Prepare, scan, upload, and distribute documents.
• Maintain supply inventories and place orders as needed.
• Assist with preparation for licensing audits, heightened monitoring visits, and internal reviews.

Qualifications

* High school diploma required; associate degree preferred.

• Ability to
pass DFPS background checks and all pre\-employment screenings.
• Completion of
40 hours of mandatory pre\-service training (provided by the agency).
• Strong technical skills with computers, online platforms, and electronic filing systems.
• Excellent organization and time\-management abilities.
• Strong communication skills and interpersonal professionalism.
• Ability to maintain confidentiality and manage sensitive information appropriately.
• Experience in residential treatment, social services, medical offices, or compliance\-driven environments preferred.

Core Competencies

• Record Accuracy \& Compliance Awareness
• Strong Scheduling \& Coordination Skills
• Confidentiality \& Ethical Conduct
• Professionalism \& Customer Service
• Detail Orientation
• Trauma\-Informed, Youth\-Centered Approach
• Ability to Learn Software Systems Quickly

Job Type: Full\-time

Pay: $22\.00 per hour

Benefits:

• Dental insurance
• Health insurance
• Paid time off

Application Question(s):

• We are transitioning from a partially paper\-based record system to a fully paperless EHR environment. Describe a time when you organized or rebuilt a documentation system. What steps did you take, and how did you ensure records remained accurate and audit\-ready?
• This role requires maintaining pristine records across employee onboarding, credential tracking, youth files, and compliance reporting. How do you prioritize competing deadlines while ensuring nothing expires, lapses, or falls out of compliance? Please describe your system or tools for managing this.
• On a scale of 1–10, rate your proficiency with data systems (EHR, case management, HR platforms). Provide specific examples of systems you have configured, not just used.

Work Location: In person