Title:  Records Information Management Supervisor

GENERAL DESCRIPTION OF JOB:

The RIM Supervisor oversees the Records Information Management Unit at two county locations. The RIM Supervisor is responsible for ensuring direct reports provide high quality, timely, and efficient service delivery to the more than 700 Human Services staff as well as external customers and partners. The RIM Supervisor oversees all aspects of the preparation, scanning, mail and document management processes; ensuring daily timeliness goals and requirements are met.
ACDHS uses an integrated Two-Generation (2Gen) approach to address all of the basic human services needs of the entire family unit. The 2Gen approach begins with the mindset focused on family-centered program design, continues with the alignment of services and resources within the department as well as across multiple organizations, resulting in coordinated services to children and adults together (family) in order to create long term stability and sustainability.

DUTIES:

• Responsible for the oversight and supervision of the Records Information Management Unit and Human Services Records Management.
• Establishes clear, consistent objectives and expectations for staff, evaluates and manages performance, and provides consistent coaching and corrective action when necessary. Collaborates with HR to ensure employee relations are handled timely and within policy guidelines.
• Coordinates and leads in multiple elements of the recruitment and hiring process.
• Provides leadership to subordinates to ensure consistency in communication and implementation of programs, unit/division practices and expectations, departmental and divisional policies and procedures, as well as Federal, State and United States Postal Service regulations.
• Oversight of records and mail management, efficient office workflow, quality assurance, contracts, budgeting management, procurement and purchasing/vendor invoice reconciliations.
• Provides insight and recommendations to division management concerning operational functions and improvements. Participates as a division representative for HSConnects (workflow/document management system) relative to development, testing, training and digital records management.
• Facilitates and manages confidentiality for the destruction of Human Services documentation according to County, State and Federal regulations.
• Oversight of unit equipment, troubleshooting and maintenance/repair and servicing.

REQUIREMENTS:

Skills, Abilities and Competencies:

• Knowledge of county, state, federal and postal regulations that pertain to mail, records management and general office procedures.
• Knowledge of management principles and practices.
• Ability to exercise professional judgement and make appropriate decisions.
• Ability to work both independently and in a team-oriented, collaborative environment and effectively prioritize and execute tasks/projects in a high-pressure environment, while conforming to shifting demands.
• Ability to research methodology, principles, procedures and prepare and present reports and/or proposals.
• Ability to communicate, coach, guide and develop staff, which includes conflict management skills, coaching and holding staff accountable for performance.
• Ability to direct and coordinate work across the division. Ability to analyze and evaluate problems relating to the utilization and scheduling of manpower.
• Knowledge of local and state computer systems and proficiency with Microsoft Office; must be able to type 50 wpm.

Behavioral Competencies (these are required for all positions at ACG):

• Accountability
• Accessibility
• Inclusivity
• Integrity

Education and Experience:

• Associates Degree
• At least 3+ years’ experience working in a records management, Human Services or government environment.
• At least 2+ years of supervisory/management experience; or
• Any equivalent combination of education and work experience that satisfy the requirements of the job will be considered.

Preferred Education and Experience:

• 2 Years’ experience in Lead role
• Supervisory Experience
• Bachelor’s Degree in Business Management or Human Services related field

Pre-Employment Additional Requirements:

• Must successfully pass pre-employment testing which includes an acceptable motor vehicle record (MVR) and background check.
• Possession of a valid Class “R” Colorado Driver’s License or the ability to obtain one within two weeks of appointment.

WORK ENVIRONMENT:

Work is generally confined to a standard office environment.

PHYSICAL DEMANDS:

The following are some of the physical demands commonly associated with this position.

• Spends 80% of the time sitting and 20% of the time either standing or walking.
• Occasionally lifts, carries, pulls or pushes up to 75 lbs.
• Occasionally uses cart, dolly, or other equipment to carry in excess of 75 lbs.
• Occasionally climbs, stoops, kneels, balances, reaches, crawls and crouches while performing office or work duties.
• Verbal and auditory capacity enabling constant interpersonal communication through automated devices, such as telephones, radios, and similar; and in public meetings and personal interactions.
• Constant use of eye, hand and finger coordination enabling the use of automated office machinery or equipment.
• Visual capacity enabling constant use of computer or other work-related equipment.

Definitions:

• Occasionally: Activity exists less than 1/3 of the time.
• Frequently: Activity exists between 1/3 and 2/3 of the time.
• Constantly: Activity exists more than 2/3 of the time.