Position Summary

The position of Manager, Records Management is established to oversee the daily operations in the Records Management department and the Mailroom. This position is responsible for ensuring the effective, efficient and secure operations of document handling and retention. The Manager, Records Management is responsible to maintain service quality standards as set by the organization.

Essential Duties and Responsibilities

• Plan, schedule and monitor daily activities of the Records Management department.
• Provide managerial oversight of the activities for areas of responsibility, including assigned staff and functional deliverables of the team.
• Demonstrate leadership in words and actions on a daily basis; act as role model for success and engagement. Create a positive work environment conducive to trust and transparency.
• Responsible for the performance management of staff, to include daily feedback, coaching and mentoring; administration of appraisals that are timely and meaningful. Identify and address deficiencies constructively. Continually support, encourage and motivate team members toward ongoing growth and development.
• Consult with Human Resources (HR) on issues outside of the normal scope of performance or behavior. Report all issues of safety or legal consequence immediately and surface undesirable patterns as they are discovered. Partner with HR on all employment decisions, and refer requests for changes in terms or scheduling to the HR department.
• Monitor approved schedules, review and approve timesheets of staff, and ensure all expenses are reported as per company policy. Schedule and provide staff the opportunity for meal and rest breaks, while ensuring operational coverage is maintained.
• Responsible for identifying, classifying, storing, securing, retrieving, tracking and destroying or permanently preserving, records according to Credit Union’s Records Preservation Program.
• Responsible for the accurate and timely production of records for civil and government subpoenas, requests and search warrants.
• Ensure that all departmental procedures are kept up to date, accurate, and relevant.
• Maintain and update the Records Management Business Continuity Plan and the Records Disaster Recovery Manual.
• Supervise Records Management Specialists in the performance of all duties related to the various functions of the department to ensure that all work is completed in an accurate and timely manner.
• Responsible for training Records Management Specialists on the departmental procedures and in the efficient and effective use of the applications and systems within the Records Management area.
• Seek opportunities to implement new processes and automation to improve the efficiency of time management and records retention.
• Maintain and update the Records Preservation Program to ensure compliance with business objectives and all regulatory requirements.
• Responsible for budget creation and tracking for the Records Management department and the Mailroom.
• Perform written performance evaluations and goal setting for Records Management Specialists.
• Assure accurate posting of outgoing mail and tracking of incoming packages and letters.
• Ensure security of files and records being transported to the branches via couriers.
• Supervise Mailroom personnel and Mailroom security.
• Assist various departments with Audit requests.

Other Duties & Responsibilities

• Perform other duties as assigned.

Physical Demands and Work Environment

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this position, the employee is regularly required to use hands to finger, handle, or feel objects, tools, or controls. The employee frequently is required to sit and talk or hear. The employee is occasionally required to stand; walk; reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl.

The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this position include close vision.

The noise level in the work environment is usually moderate.

Minimum Qualifications (Education, Experience, Skills)

• Demonstrated success in planning, organizing, leading and oversight of people and activities.
• Professional and effective interaction, verbal and written communication skills.
• Organization skills sufficient to successfully manage multiple projects, establish priorities and meet deadlines.
• Track record of applying critical thinking and emotional intelligence skills in a wide variety of situations.
• Supervisory or management experience.
• 5 years’ experience in a records/electronic document services department.
• Knowledge of ApplicationXtender software system desirable.
• College level analytical ability and demonstrated problem solving skills.
• Ability to oversee and manage vendors.
• Budget tracking and planning skills/experience.
• Working knowledge of records production regarding civil and government subpoenas.
• Symitar experience desirable.