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Clinical Records Clerk

Wallace Community College

Job Description


Full Job Description

Position Summary

Under the supervision of the Associate Dean, Health Sciences, the employee performs responsible general clerical support duties to include typing, reception, filing, and basic record-keeping following well-established policies, procedures, and routines.


SALARY SCHEDULE: Appropriate placement on Salary Schedule E4 06 (range: $27,717 - $43,478).


The position will be based initially at the Wallace Campus in Dothan.

More than one position in the same job classification may be filled from the applicants for this position should another vacancy occur during the search process.

Essential Duties and Responsibilities

ESSENTIAL FUNCTION: General Clerical. Performs a variety of clerical duties in support of the Health Sciences functions of the College.

  • Greets students/visitors in a professional manner.
  • Provides accurate and up-to-date information to students, visitors, and callers regarding health sciences programs.
  • Maintains open communication with Health Sciences personnel and other departments and refers students appropriately.
  • Answers reception desk telephone in a courteous and professional manner and provides support in answering other telephones in the Health Sciences area when needed.
  • Supplies students with Health Sciences clinical documentation forms and provides assistance in completing those forms.
  • Collects, assists with reviewing, processes, scans, and files student clinical records for Health Sciences students.
  • Converts archived student records into scanned files.
  • Maintains confidentiality of student files.
  • Collects and distributes Health Sciences program applications to the appropriate department.
  • Maintains clinical records database for Health Sciences.
  • Maintains all Health Sciences reception area records.
ESSENTIAL FUNCTION: General Office Operations. Performs other department activities to ensure efficient, high quality service is provided to students.
  • Maintains computer-based filing system for clinical documentation in Health Sciences.
  • Prepares correspondence regarding students’ clinical documentation status and needs.
  • Processes and distributes Health Sciences mail on a daily basis.
  • Operates general office equipment.
  • Assists in maintaining inventory of clinical documents.
  • Performs other related duties as assigned.

ESSENTIAL FUNCTION: College Expectations. Dependability, attendance, punctuality, and a commitment to do the job right are essential at all times.
  • Reports to work on time, at appropriate workstation or department during all departmental/position scheduled work days and during all departmental/position scheduled work hours.
  • Understands that failure to report for work and/or reporting late without prior approval are unacceptable practices and will result in disciplinary action.
  • Performs a productive full day's work.
  • Ensures that service to students and the general public is top priority.
  • Demonstrates a considerate, friendly, respectful and constructive attitude toward fellow employees and students.
  • Adheres to all College and System policies and procedures.




  • An associate's degree from an accredited institution is required.
  • One year of general clerical experience in a business office or in a service-related field is required.
  • The ability to work nonstandard hours is required.
ADVISORY COMMITTEE: The President will appoint an Advisory and Interview Committee to include representatives of the College faculty and staff. This committee will employ appropriate procedures, including the review of application packets, interview, and demonstration of competency, to determine which applicants are to be recommended to the President for further consideration. From all the applications received, an advisory committee will select the applicants to be interviewed.

Applicants must travel at their own expense for interviews that are conducted in person.


Application Procedures/Additional Information

Applicants must meet the minimum qualifications as indicated on this vacancy notice and must submit a completed application packet in order to be considered for this position. A complete application packet must be received no later than 2:00 pm, Thursday, June 15, 2023Applicants who fail to submit all required information will be disqualified. Only applications received during the period of this announcement will be considered. A complete application packet consists of:

  • Completed Wallace Community College employment application
  • Current Resume
  • Cover letter describing specifically how your experience and qualifications meet the minimum requirements.
  • Employment verification letter(s) verifying a minimum of one year of general clerical experience in a business office or in a service-related field. Letter(s) must include employment dates and job title and be on official letterhead with an authorized personnel signature. If an employment verification cannot be obtained, i.e. business is no longer in operation, an applicant may submit copies of appointment letters or contracts or pay stubs or W-2 forms to verify the minimum required 1 year general clerical experience.
  • Appropriate transcript identifying the applicant, institution, date degree conferred, and verifying the applicant has received the minimum associate's degree from an accredited institution. (A copy of the diploma will not suffice). NOTE: If employed, official transcripts will be required at that time.
  • ALL APPLICATION MATERIALS MUST BE SCANNED. It is recommended that you have digital (such as pdf) copies of your cover letter, resume, employment verification documents (if applicable), ALL required transcripts, and any other document identified in the vacancy announcement ready when you begin the on-line application process. You will be given the opportunity to upload these during the process. If you need assistance scanning documents, please contact:
Human Resources
Monday - Thursday 7:30 am - 4:30 pm
Friday 7:30 am - 2:00 pm
  • WE DO NOT ACCEPT FAXED OR E-MAILED application materials.
  • When you finish the steps to apply, you will receive an on-screen notice that you have successfully applied. HOWEVER, this notice does not mean your application materials are complete in accordance with the vacancy announcement. It is the responsibility of the applicant to ensure they have submitted all necessary application materials in accordance with the vacancy announcement.
  • All correspondence with applicants regarding the College's search process will be sent via e-mail.
If you need technical assistance after reviewing the instructions, please contact:

NEOGOV Customer Service:
8:00 am - 5:00 pm PST
(855) 524-5627

In accordance with Alabama Community College System policy and guidelines, the applicant chosen for employment will be required to sign a consent form for a criminal background check. Employment will be contingent upon receipt of a clearance notification from a criminal background check. Wallace Community College is an active participant in the Employment Eligibility Verification Program (E-verify). E-verify electronically confirms an employee's eligibility to work in the United States as required by the Department of Homeland Security.
If you have a disability and require accommodations, please notify us at (334) 556-2519.
Wallace Community College is an Equal Opportunity Employer. It is the official policy of the Alabama Community College System, including postsecondary institutions under the control of the Board of Trustees, that no person in Alabama shall, on the grounds of race, color, disability, sex, religion, creed, national origin, age, or other classification protected by Federal or State law, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program, activity, or employment.
Wallace Community College will make reasonable accommodations for qualified disabled applicants or employees.
The College reserves the right to withdraw this job announcement at any time prior to the awarding.



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