EDMS Shift Operations Supervisor, Records Management Supervisor 2

State of Oregon•Salem, OR

8d•Hybrid

About The Position

The Oregon Department of Human Services is proud to be an Equal Opportunity Employer. We are guided by our Equity North Star and our vision for a positive RiSE organizational culture that advances equity and diversity. We encourage applications from members of historically underrepresented racial/ethnic groups, women, individuals with disabilities, veterans, LGBTQIA2S+ community members, and others to help us achieve our vision of a diverse and inclusive community. Opportunity Awaits! We’re seeking a collaborative and forward‑thinking leader dedicated to cultivating a diverse, skilled, and inclusive workforce where every individual feels welcome, appreciated, and valued for their unique contributions. As the EDMS Shift Operations Supervisor (Records Management Supervisor 2), you will guide and oversee the daily operations of a team responsible for supporting the Electronic Document Management System (EDMS) and the IRMS Records Management systems for ODHS and OHA. In this role, you will provide leadership, coordination, and training while ensuring EDMS operations and system initiatives align with broader enterprise strategies. If this role matches your skills and career aspirations, we invite you to apply and join our team!

Requirements

Four Years of lead work, supervision, or progressively related experience; OR one year of related experience and a Bachelor’s degree in a related field.
Proven experience providing general supervision to technical, paraprofessional, clerical, or lower‑level supervisory staff.
Skilled in coordinating daily work activities, setting priorities, monitoring workload, and ensuring timely completion of tasks.
Demonstrated servant leadership traits that show care for others and support the needs of the team.
Strong understanding of records creation, maintenance, inventory, retention, and disposition practices.
Ability to oversee the full lifecycle of records in accordance with established policies, procedures, and regulatory requirements.
Demonstrated ability to work respectfully and effectively with individuals and teams from diverse backgrounds, cultures, and perspectives.
Committed to fostering an inclusive and equitable work environment.
Proven experience managing day‑to‑day operations within well‑defined procedures and guidelines.
Ability to maintain consistency, accuracy, and compliance while working within established scope and objectives.
Ability to train staff on processes, systems, and best practices related to records management, documentation standards, and workflow methods.
Ability to motivate teams while creating chances for each person to grow and develop.
Skilled in resolving routine operational issues using established guidelines.
Capable of identifying process gaps and recommending improvements within the scope of authority.
Effective at providing clear guidance, consultation, and support to staff and internal partners.
Strong verbal and written communication skills.
Strong focus on accuracy, organization, and quality control when overseeing records, documentation, and staff work products.
Must maintain a Criminal Justice Information Systems (CJIS) clearance at all times during employment with IRMS.
If selected as a finalist, you will be required to complete the FEMA ICS 100 and 200 training and obtain certification within six months.

Nice To Haves

A Cover Letter is required.
Cover letter no more than two pages is required for consideration.
In your cover letter, please address both of the following: 1) Describe a time when you delegated critical decision-making or encouraged independent problem‑solving among team members. 2) Explain how you meet the essential attributes for this position.
Applications that do not include a cover letter addressing items 1 and 2 will not be considered.
If selected as the final candidate and a degree is listed as a minimum qualification for the position, please be prepared to provide verification of your completed education before moving forward in the hiring process.

Responsibilities

Monitor and manage incoming workloads for IRMS-supported programs, ensuring efficient workflow and timely completion of tasks.
Coordinate with ODHS and OHA programs to align business processes, set priorities, distribute work, and review progress to meet established deadlines.
Track performance data, evaluate team and individual results, and collaborate with IRMS leadership to improve accuracy, cycle time, and customer service.
Lead team meetings, compile and analyze EDMS key performance indicators, and produce clear and timely reports for various audiences.
Assess staffing needs, develop staffing plans, maintain supply and equipment inventories, and ensure adequate coverage and skill levels for each shift.
Represent IRMS at ODHS/OHA meetings and serve as a liaison with staff, vendors, and partners.
Maintain expert knowledge of EDMS and records systems (such as Kofax Total Agility, Laserfiche, and MMIS) to support operations and training.
Participate in on-site incident response activities under the FEMA ICS 100/200 framework.
Interview candidates, recommend hires, and supervise employees through coaching, guidance, performance evaluations, workload assignment, and adherence to policies and collective bargaining agreements.
Establish work schedules, manage overtime, approve leave, and verify timesheets for accuracy.
Promote a diverse and inclusive environment and model ODHS RiSE values in all leadership and service-delivery practices.
Coordinate with partners on training initiatives and provide training for staff, including developing learning materials in multiple formats to meet diverse learning needs.
Participate in or deliver training and documentation related to new systems or business process changes.