Position Summary:
Under the direction of the Director or designee, 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 internal and external legal counsel.
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Duties and Responsibilities:
- 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;
- Ensures accuracy and completeness of records;
- Develops and maintains standard operating procedures 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 practices and divisional business requirements;
- Ensures timely and comprehensive responses to Freedom of Information requests and/or requests from the Office of General Counsel;
- Oversees the release of employee information to staff and agencies according to local, state and federal regulations, policies, administrative procedures, negotiated agreements, and guidance from the Office of General Counsel; 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 and/or designee and Chief of Human Resources;
- Keeps management informed on all pertinent local, state and/or federal 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 the performance of Document Management Staff;
- Maintains the confidentiality of information to which exposed;
- Performs duties with operational excellence and customer experience as a driving focus; and
- Performs all other duties as required.
Qualifications:
- 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, ability to 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 experience 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:
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.
