POSITION SUMMARY:
Under the direction
of the Director, Human Resources Operations and Staffing, the Senior Document
Management and Verification Partner is responsible for the development and
execution of document management and employee verification, regardless of
medium or format. The Senior Partner provides oversight and manages the
Document Management Team to deliver strategic, efficient and high quality
customer service to active and inactive employees, applicants as well as inside
and outside legal counsel.
DUTIES and RESPONSIBILITIES: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.
Serves as the Division expert on
electronic and paper records;
Coordinates all active, terminated
and retired employee records; analyzing internal processes and recommends and
implements procedural or policy changes to improve operations;
Develops and maintains procedural
documentation and guidelines, especially with respect to the records room and
employment verification;
Develops, maintains, verifies and
evaluates existing records and document management systems;
Ensures that records management
strategy and practices are based on and compliant with legal requirements,
record keeping best practice and Divisional business requirements;
Ensures timely and comprehensive
responses to Freedom of Information requests;
Oversees the release of employee
information to staff and agencies according to regulations; reviews records in
response to Board and administrators' inquiries;
Guides and advises Document
Management Team to ensure that a Form I-9 is completed and on file for each
employee according to the Department of Homeland Security/ICE;
Prepares and compiles information and
formats reports, graphs, tables, records and other sources of information for
the Director of and Chief of Human Resources;
Keeps management informed on all
records management requirements;
Works in collaboration with the Human
Resources staff to develop, modify, and enforce existing procedures to
streamline application processes and improve responsiveness and quality;
Works closely and proactively with
the Office of General Counsel to ensure that records/information assets are
managed to ensure accountability, protect the interests of the public, and
mitigate records-related litigation risks;
Supervises and evaluates performance
of Document Management Staff;
Maintains the confidentiality of
information to which exposed; and
Performs all other duties as
required.
QUALIFICATIONS:The requirements listed below are representative of the knowledge, skill, and/or ability required.
Considerable
knowledge of local and federal policies and laws;Considerable
knowledge of federal law regarding UCCIS Form I-9 OMB No.1615-0047;
Strong
analytical skills that inform problem solving and decision making capacity;
Data
driven, analyze issues and shift priorities, cope with ambiguity;
Interfaces
with technology staff for an information system issues related to Document
Management; Ability to proactively work in partnership with others to achieve a
common goal or necessary objective;
Ability
to build rapport and cooperative relationships with others;
Ability
to deliver effective customer service and take appropriate and immediate action
with a primary focus in meeting the customer’s needs and concerns;
Ability
to work effectively as a team member while moving towards the completion of goals;
Ability
to inform and involve others by sharing important relevant information with
stakeholders;
Ability
to effectively convey reliable accurate information so that the recipient
clearly understands its intent;
Ability
to use appropriate written, verbal, or electronic communication format to
disseminate information; and
Ability
to respect the privacy of others and maintain a high level of confidentiality.
EDUCATION and/or EXPERIENCE REQUIREMENTS:
Bachelor’s degree
preferred from an accredited college or university with a minimum of seven (7)
years of office/administrative experience, preferable in a fast paced, high
volume environment, with five (5) years of supervisory experience.
CERTIFICATION REQUIREMENTS:
None Required.
SUPERVISORY RESPONSIBILITIES:
Supervises and
evaluates performance of Document Management and Verification team.
PHYSICAL DEMANDS:
The physical demands are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is frequently required to stand, talk, hear, walk, sit, and use fingers, tools or controls. The employee is occasionally required to reach with hands and arms and stoop, kneel, crouch, or crawl. Specific vision abilities required by this job include close vision such as to read handwritten or typed material, the ability to adjust focus, and depth perception. While performing the duties of this job, the employee may occasionally push or lift up to 25 lbs.
WORKING ENVIRONMENT:
The work environment characteristics are representative of those an employee encounters while performing the essential functions of the job.
ADDITIONAL INFORMATION:
Highly demanding and fast-paced environment; frequently required to work long hours and weekends. Annual leave may be limited during specified timeframes.