Operations Director of Compliance

State of Indiana•Indianapolis, IN

3d•Onsite

About The Position

This role, Operations Director of Compliance, Policies and Standards, will be charged with designing the FSSA Document Management, Retention, and Data Privacy Program. You will research and stay current with all applicable state laws and federal regulations, draft and enforce standard operating procedures based on those state laws and federal regulations and agency best practices, and training all FSSA staff on the same. This role leads agency wide governance for forms and records, policy development/implementation, and cross division projects. Your role acts as the Indiana Archives and Records Administration (IARA) liaison; serves as the Agency Records Coordinator and Forms Coordinator; develops and maintains training programs for designated staff who author or revise state forms; approve final publication of forms; oversee digital record management (naming conventions, retention, destruction, storage, and access); coordinate with the FSSA ArcGIS Organization account and standards with IOT; review and approve form related print requests and warehouse materials with Indiana Correctional Industries (ICI); manage ticketing workflows for forms/records/access/facility submissions; and establish and monitor policy and procedural standards to ensure compliance with state and federal regulations. This role works directly with the Secretary's Office, Division Directors and program leads across FSSA. This role is one of three positions in OPS and all three positions are cross trained for agency operational needs including access control, safety/security and business operations. The ideal candidate will have a clear understanding of how to interpret public documentation requirements and implementation of legal standards and best practices. They will have a technical knowledge of design and editing software for documents as well as knowledge of base principals for enterprise software applications. The candidate will possess excellent interpersonal skills and leadership experience for communicating with and training agency staff.

Requirements

Working knowledge in program subject matter obtained through experience and/or education.
Specialized knowledge of program area including pertinent rules and regulations.
Basic knowledge of all source materials and references including federal and state laws governing the programs.
Ability to implement new principles and policies and discern any far-reaching implications.
Ability to communicate effectively.
The ability to apply general rules to specific problems to produce answers that make sense.
Ability to work effectively with a wide variety of stakeholders.
Working knowledge of accounting and budget principles.
At least 5+ years of experience applying the outlined knowledge, skills, and abilities in a similar role may be considered.
Ability to perform essential functions with or without reasonable accommodation.

Nice To Haves

Technical knowledge of design and editing software for documents.
Knowledge of base principles for enterprise software applications.
Excellent interpersonal skills and leadership experience for communicating with and training agency staff.

Responsibilities

Design the FSSA Document Management, Retention, and Data Privacy Program.
Research and stay current with all applicable state laws and federal regulations.
Draft and enforce standard operating procedures based on state laws, federal regulations, and agency best practices.
Train all FSSA staff on document management, retention, and data privacy.
Lead agency-wide governance for forms and records.
Lead policy development and implementation.
Lead cross-division projects.
Act as the Indiana Archives and Records Administration (IARA) liaison.
Serve as the Agency Records Coordinator and Forms Coordinator.
Develop and maintain training programs for staff who author or revise state forms.
Approve final publication of forms.
Oversee digital record management (naming conventions, retention, destruction, storage, and access).
Coordinate with the FSSA ArcGIS Organization account and standards with IOT.
Review and approve form-related print requests and warehouse materials with Indiana Correctional Industries (ICI).
Manage ticketing workflows for forms/records/access/facility submissions.
Establish and monitor policy and procedural standards to ensure compliance with state and federal regulations.
Monitor key performance indicators to ensure program effectiveness.
Assist in developing, updating, and monitoring all policies and procedures related to the program area.
Answer customer questions about program policies and procedures.
Act as a technical consultant to stakeholders to clarify and interpret policies and procedures.
Prepare and disseminate monthly and annual program reports.
Review the budget and ensure program assets are allocated appropriately.
Monitor compliance and make recommendations to the program to increase efficiencies.
Prepare training materials and train agency employees on program requirements and usage.
Deliver communication plans and communications.
Serve as a liaison between the agency and other state and federal agencies.

Benefits

Competitive compensation
Robust benefits package
Commitment to work-life balance
Three (3) medical plan options (including RX coverage) as well as vision and dental plans
Wellness Rewards Program: Complete wellness activities to earn gift card rewards
Health savings account, which includes bi-weekly state contribution
Deferred compensation 457(b) account (similar to 401(k) plan) with employer match
Two (2) fully-funded pension plan options
A robust, comprehensive program of leave policies covering a variety of employee needs, including but not limited to: 150 hours of paid New Parent Leave and up to eight weeks of paid Childbirth Recovery Leave for eligible mothers
Up to 15 hours of paid community service leave
Combined 180 hours of paid vacation, personal, and sick leave time off
12 paid holidays, 14 on election years
Education Reimbursement Program
Group life insurance
Referral Bonus program
Employee assistance program that allows for covered behavioral health visits
Qualified employer for the Public Service Loan Forgiveness Program
Free Parking for most positions
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