Documents Retrieval Specialist

JOB DESCRIPTION 

POSITION TITLE: Document Retrieval Specialist

DEPARTMENT: CovWorks

REPORTS TO: Employment Services Manager

DIRECT REPORTS:  No

LOCATION: 41st Street Shelter Site

Join a Legacy of Hope and Empowerment at Covenant House New York!

For over 50 years, Covenant House New York (CHNY) has been at the forefront of transforming lives by providing comprehensive shelter, housing, and wrap-around support services for vulnerable homeless, runaway, and exploited youth. As the largest provider of these essential services in New York City, CHNY impacts the lives of over 1,500 young people aged 16-24 every year.

At CHNY, our doors are open to all young people in need, regardless of race, religion, sexual orientation, gender identity, and expression. Our dedicated team offers various services, including shelter, housing, education, employment, health, mental health support, youth development, and anti-human trafficking initiatives. We operate with harm reduction and trauma-informed principles to ensure the best care for our youth.

But our mission goes beyond immediate support. We are passionate advocates for systemic change, influencing public policy, and raising awareness of the critical issues surrounding youth homelessness. Our ultimate goal is to provide a safe refuge and empower young people to build a brighter future founded on compassion, unconditional love, and absolute respect.

Join us in making a difference in the lives of countless young people. Join a team that inspires long-term transformation and hope.

Job Summary

Reporting to the Manager of CovWorks-Shelter, the Document Retrieval Specialist will be responsible to help youth obtain important documents like birth certificates, social security, State ID, or other forms of vital records as needed.  The Document Retrieval Specialist must be able to communicate empathically and act compassionately, be familiar with the retrieval process for each office.  

Duties & Responsibilities

 (Responsibilities to include but not limited to the following)

The specific tasks of the Document Retrieval Specialist vary depending on the specific state law in which documents are being retrieved from.  However, duties and responsibilities usually include:

• Work with youth in obtaining their vital documents including Social Security card, State ID Card, Birth Certificate and green cards and passports as needed.
• Escort youth to various public offices in order to obtain documents as needed.
• Review completed forms for accuracy ensuring that all fields are filled out correctly and signatures are included before documents are turned in.
• Providing guidance for the correct completion of all relevant forms.
• Input information in the appropriate database to obtain documents online if applicable.
• Establish a contact person within each of the vital records offices to foster a relationship between that office and Covenant House.
• Collaborating with youth and Covenant House staff as needed.
• Travel between the Covenant House sites in Manhattan and the Bronx.

Knowledge, Skills, & Abilities 

The Document Retrieval Specialist comes from various backgrounds including customer service, call center, medical, legal, insurance and more!

• High School Diploma or equivalent required.
• Experience in a clerical or administrative position; or equivalent combination of education and experience.
• Must possess complete knowledge of general computer, fax, copier, scanner, and telephone.
• Familiar with Vital Records office [DMV, Social Security, etc.] procedures and online database.
• Must be knowledgeable of multiple software programs, including but not limited to Microsoft Word, Excel, and the internet.
• Bi-lingual [English/Spanish] a plus.

Initiative and Judgement/Attendance and Reliability 

• Independently recognizes and performs duties that need to be done without being directly assigned.
• Establishes priorities; organizes work and time to meet them.
• Has insight into problems and the ability to develop workable alternatives.
• Responds to supervision, coaching and constructive criticism in a positive manner.
• Adheres to attendance and punctuality requirements per policy.  Provides proper notification for absences and tardiness. Takes corrective action to prevent recurring absences or tardiness.
• Observes all policies governing conduct while at work (e.g., telephone and computer use, electronic messaging, smoking regulations, breaks and other related policies).
• Ability to professionally communicate and relate well with all levels of personnel (colleagues, youth, and related professionals).
• Dedicated to the mission of Covenant House.

Work Environment/ Physical Demands

• High concentration
• Frequent interruptions
• Moderate noise level
• Frequent travel offsite with youth and between Covenant House sites.
• Frequent sitting for periods of time at a computer workstation.