Job Posting
The primary responsibility of this position is to manage the Document Center which provides assistance in assuring custody, maintenance and availability of information that relates to and becomes a part of the records of members of the Teachers’ Retirement System.
Education Requirements:
Bachelor’s degree in business management, organizational development, public administration or related field is preferred but equivalent job experience that is directly related to the position may be substituted.
Experience:
Candidates possessing a bachelor’s degree must have at least three years of related experience. Candidates not possessing a degree must have at least five years of experience in a records management setting. At least three years of supervisory or management experience is preferred. A working knowledge of electronic imaging systems is a plus.
Summary of Duties and Responsibilities:
This position provides leadership, training and supervision to staff and plans and coordinates the activities of the Document Center in accordance with System policy and practice. This position will be responsible for overseeing the transition of hard file documents to an electronic imaging system. This position provides input on document flow for all departments throughout the agency. The incumbent also performs administrative and managerial tasks in compiling statistics, initiating research projects to maintain current addresses and correct social security numbers for active and inactive members. This position is responsible for assigning and reviewing subordinates’ work, preparing performance appraisals, effectively recommending and imposing disciplinary action and handling employee complaints. .
Knowledge/Skills/Abilities:
The incumbent must possess a thorough understanding of the agency record retention policy as prescribed by the State of Illinois Records Commission. The ability to establish positive working relationships with TRS staff, vendors, and the general public is required. Excellent communication and interpersonal skills are required. The ability to supervise, train, direct, and control the activities of staff is required. The incumbent must have a working knowledge of Agile principles and Scrum methodology, and must be able to work within a team environment.
Selection Criteria:
COMMUNICATION SKILLS
The ability to organize ideas and speak in a clear, concise and positive manner; also, the ability to demonstrate good listening skills including the ability to receive, attend to, interpret and respond to verbal messages and non-verbal cues when conversing with others. In addition, the position requires the ability to compose and edit specified documents in a clear, concise and well-structured manner.
INTERPERSONAL SKILLS
The ability to interact with different people in diverse work situations in a manner that is supportive and persuasive, that does not confuse nor intimidate; and, cope with, adjust to and be productive in an environment characterized by change and shifting priorities.
JOB KNOWLEDGE AND EXPERIENCE
Has completed specified amount of time previously performing essential elements of a job; possesses a body of information or level of understanding necessary to complete assigned responsibilities.
ORGANIZATIONAL SKILLS
Ability to identify methods for performing tasks and the ability to arrange work in a logical sequence to assure efficiency and minimize the incidence of errors or omissions.
SUPERVISORY SKILLS
The ability to craft assignments, delegate effectively, resolve subordinate problems, manage conflict, evaluate results and develop people.
TECHNICAL SKILLS
Knowledge of electronic storage equipment.
Job Description
Purpose:
The Document Imaging Supervisor manages the Document Center which maintains imaged records for all members and annuitants of the Teachers’ Retirement System and all other imaged non-member documents and records.
Nature and Scope:
Document management is an integral element of TRS’s general business operation. This position provides leadership, training and supervision to staff and plans and coordinates the activities of the Document Center in accordance with System policy and practice. This position is responsible for assigning and reviewing subordinates’ work, preparing performance appraisals, effectively recommending and imposing disciplinary action and handling employee complaints. The incumbent also performs administrative and managerial tasks in compiling statistics, initiating research projects to maintain current addresses and correct social security numbers for active and inactive members, assisting in the budget development process by submitting recommendations for equipment and supply purchases and in the retention and storage of all System records.
This position provides input on document flow for all departments throughout the System. This position administers the System’s record retention policy as prescribed by the State of Illinois Records Commission, ensures compliance and recommends changes to TRS management. This position has primary responsibility to place “lock flags” on member records depending on the record status.
The greatest challenge of this position is the ability to accommodate frequent and heavy demands on the staff of the Document Center to maintain the most accurate and up-to-date information in the member records by planning and communicating with other areas of the System to prepare for upcoming projects.
Principal Accountabilities:
- With limited supervision, exercise discretionary decision making related to the planning, coordination and supervision of the daily operations of the Document Center.
- Develop and implement an ongoing document imaging plan for member and non-member documents.
- Train and supervise staff in the specialized application of document imaging software, record preparation, and the retrieval of documents stored in various formats.
- Monitor and evaluate services provided by vendors performing work on member records. Review vendor invoices for approval.
- Maintain the security of dormant and locked member records.
- Responsible for the staff accuracy of data entry and timeliness of the processing of documents in the imaging workflows.
- Assist in budget development for the Document Center by assessing annual budget needs and recommending purchase of equipment and supplies.
- Maintain and report workload statistics for Document Center as necessary to evaluate workload needs.
- Plan, coordinate and supervise special research projects on member addresses, social security numbers and other data as required by System needs.
- Administer the records retention schedule with all System departments for compliance and make recommendations for revisions to management as appropriate.
- Ensure proper transmission of microfilm and paper documents to the State Records Archive.
- May serve as a subject matter expert on agile teams responsible for analyzing, developing and implementing new document imaging workflows
- Recommend new or revisions to existing policies and procedures as they relate to System records management.
- Perform other duties as required or assigned.