Records & Mail Processing Supervisor

Illinois Municipal Retirement Fund•Elmhurst, IL

4d•Hybrid

About The Position

Supervise and coordinate business process activities for daily production workflow and special projects for employees engaged in the Records Center. This position serves as the IMRF Records Retention Officer. Supervise Mail Center employees in the processing of mail and other duties.

Requirements

Associate’s degree or 60 college credits is required.
Minimum of two years related experience is required.
Advanced level Microsoft Office skills (especially Excel) required.

Nice To Haves

A business-related major or concentration is preferred.
Previous supervisory experience is preferred.
Experience with continuous process improvement methods preferred.

Responsibilities

Supervise and assess the workload and efficiency of the Records and Mail Center staff, making necessary adjustments to meet or exceed productivity standards.
Supervise delivery and shipping services; and general office supplies.
Conduct business process improvements; maintain production activities scorecard; plan, monitor and oversee Mail Center and Records Unit budget accounts. Direct and evaluate staff continual process improvement methods and procedures.
Responsible for analysis, tracking and management of budget accounts and direction of external vendors in mail services and equipment, offsite storage of records, staff overtime, microfilming and other services as needed.
Coordinate with external consultants and contractors for Mail Center goods and services
Oversee data capture, analysis, review, and processing of organization-wide paper and electronic records and media in accordance with Local State Archivist requirements and business unit productivity standards
Coordinate the creation, tracking, retention and destruction practices surrounding IMRF’s paper and electronic records in compliance with the Local Records Unit, Illinois State Archives regulations and industry best practices.
Supervise the processing and audit of member Voluntary Additional Contribution; beneficiary forms; electronic content management and records workflows.
Development/programming, maintenance and analysis of staff and work process performance standards and performance data within a comprehensive, process based, business unit scorecard(s) aligned with Baldrige criteria objectives. Prepare monthly composite reports of business unit performance.
Utilize business and financial acumen to drive operational excellence by combining progressive and innovative ideas with best practices to support achievement of IMRF’s Journey of Excellence, Vision, and Strategic Objectives.
Manage, supervise, develop, motivate, coach and monitor the performance of the assigned operational units for the Fund, including training, scheduling, assigning and reviewing work, evaluating performance, performance coaching, and recommending or carrying out various personnel actions.
Direct and evaluate staff cross-training. Conduct or arrange new/ongoing training.
Make recommendations to the OS Manager regarding salary increases and promotions.
Analyze and coordinate Quality Assurance efforts.
Serve as the single-point-accountable for approval of system development requirements for the Unit and participate in regular update and patch testing.
Process enrollment applications and beneficiary forms for IMRF staff with utmost confidentiality.
Act as liaison between Records/Mail Center and IMRF business units.
Other duties may be assigned.