Consumer Documentation Manager (Records Supervisor) (4329-12) - Hamilton County, Ohio : Job Details

Consumer Documentation Manager (Records Supervisor) (4329-12)Be part of our Team! We are committed to providing equal employment opportunities in all employment practices. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, citizenship status, marital status, age, disability, genetic information, protected veteran status, gender identity or expression, sexual orientation or any other characteristic protected by law. We are a second-chance employer and a recovery friendly workplace. Highly Competitive Employee Benefits Package and Generous Paid Time Off11 Paid Holidays, Immediately Begin Accruing Paid Vacation and Sick Time, and Paid Parental Leave.Ohio Public Employee Retirement System which includes 14% Employer Contribution AND a defined benefit option.Highly Competitive and Comprehensive Benefits Package: Medical, HRA, Dental, Vision, Employer-Paid Life Insurance, Long-Term Disability, Tuition Reimbursement, Public Service Loan Forgiveness Eligibility, Free On-Site Parking, Wellness Incentives, robust Employee Assistance Program, access to Free Medical and Rx through Marathon Health, plus expansive Behavioral and Mental Health Resources, and More!DEADLINE TO APPLY: 3/10/2025WORK LOCATION:Job & Family Services 222 E. Central ParkwayCincinnati, OH 45202WORK HOURS: (Potential for Hybrid Remote Work Schedule)STARTING SALARY: $53,872 annuallyNOTE: Applicants for positions with Hamilton County Job and Family Services are subject to background screening in accordance with the document: Offenses that May Disqualify Candidates for Employment. Convictions from this list may disqualify a candidate for employment with HCJFS.Applicants for Children's Services positions cannot provide foster care for children in the custody of Hamilton County.REQUIREMENTS (EDUCATION, EXPERIENCE, LICENSURE, CERTIFICATION):

• High school diploma or GED
• Two (2) years of clerical experience
• Or equivalent and/or work experience which evidences a thorough knowledge of supervision, public relations, and records retention procedures.

JOB DUTIES (SUMMARY):

• Coordinates and manages e data collection and records maintenance for hard and electronic documents; assists with developing Consumer Documentation policies and activities with management; supervise the operations of the Consumer Documentation Unit; implements document processing, retrieval, and distribution systems in collaboration with other IS specialist; operates data capture technology to import digitized document into the management system; assists in the assessment, acquisition, or deployment of new electronic document management systems; oversees storage facility operations for agency documents; analyzes, develops and implements policies and procedures to ensure the prompt, efficient, and professional service delivery; compliance with State laws on storage and disposal of agency documents; resolves document handling for all agency divisions; works with agency sections and vendors to ensure compliance with record management rules, regulations, and laws.
• Supervises subordinates; assigns duties, discipline staff when necessary; makes recommendations on hiring, suspending, and terminating staff; provides supervision and consultation; schedules and participates in individual and group meetings with staff and other personnel; performs related administrative duties (e.g., prepares special reports, orders supplies and equipment; controls expenditures; monitors filing space requests for cost-effectiveness and efficiency; receives, sorts, and distributes mail).
• Provides advice and consultation on records management to department administrators, local government officials or private agencies and other department personnel; coordinates work with other divisions, department, and/or other governmental jurisdictions; interprets agency, state, and federal policies, and programs to staff; attends meetings with county agencies to ensure compliance with the section goals and objectives; retrieves and releases records and information according to regulations.
• Assists with development of the annual budget for the Consumer Documentation Unit; provides funding data to sections holding funds for the use of the Consumer Documentation Unit; monitors and approves expenditures to ensure fiscal responsibility; administers placement, classification and employee relations for staff.
• Attends or presents required training, conferences and/or seminars.
• Performs other related duties as assigned.

KNOWLEDGE, SKILLS AND ABILITIES: (*Indicates can be developed after employment)

• Knowledge of: Agency policy and procedure*; Laws and rules of County records retention requirements; office management; supervision; agency policies and procedures*. document maintenance, storage, retention and disposal; records management rules, regulations, laws, and practices; records and information automated technologies; electronic records storage systems computer entry*; inventory control.
• Skill In: Computer operation; document management software.

Ability to: Interpret a variety of instructions in oral and written form; calculate fractions, decimals and percentages; communicate effectively; gather, collate and classify information about data, people and/or things; establish a friendly atmosphere as supervisor of work unit; maintain accurate records; prepare meaningful, concise and accurate reports; answer routine inquiries from the public.ESSENTIAL JOB FACTORS:

• Must undergo a background check via the Ohio Bureau of Criminal Identification and Investigation (BCI). Must have a car, valid driver's license issued by the state of residency and required auto liability insurance.

POSITIONS SUPERVISED:

• Consumer Documentation Specialists; Document Imaging Reviews

LICENSURE AND CERTIFICATION REQUIREMENTS:

• None

BACKGROUND CHECKS REQUIRED:Background checks consistent with requirements in OAC 5101:2-5-09 must be completed at employment and every ten years following, including but not limited to the following systems:

• SACWIS
• State Child/Abuse Neglect Central Registry Check for any state in which the applicant resided within the last five years,
• Ohio Bureau of Criminal Identification Investigation (BCI)
• FBI
• National Sex Offender Public website (WWW.NSOPW.Gov) Code 5101:2-5-09 must be conducted for each prospective employee

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