Records Supervisor (61896)

ADAMS AND ASSOCIATES INC•Indianapolis, IN

12d•Onsite

About The Position

Responsible for the maintenance, accuracy and completeness of student records and schedules. Supervises all Records staff. Follows all integrity guidelines and procedures and ensures no manipulation of student data. Interviews and recommends for hire, disciplines and evaluates performance of the direct report staff. Fills staff vacancies in a timely manner. Overall responsibility to ensure the integrity of all student-related actions, accountability and performance outcomes. Supervises the Student Records function through effective planning, scheduling, training and staff supervision. Trains Student Records Clerks, Records Officer and other department staff in the maintenance and completion of Student records. Such training shall ensure compliance with applicable USDOL requirements. Performs statistical analyses of student records data. Administers the Center's compliance with the requirements and provisions of the OASIS and CIS database management programs. Serves as back-up point-of-contact for CIS. Ensures the accurate and complete maintenance of student records to facilitate the timely submission of required reports (i.e. morning report, weekly report, leave records, allotments, enrollment and pay). Assists students on matters relating to pay and clothing allowances, leave, class schedules and travel/transportation. Ensures accurate and timely reconciliation of Government provided travel per DOL guidelines. Ensures compliance with all privacy and confidentiality regulations. Assists in the development of Center policy and procedure as necessary. Adheres to all USDOL and Job Corps guidelines regarding student records. Serves as the Center's Accountability Officer. Monitors student accountability issues and documentation, i.e., morning attendance check and serialized register. Ensures the accuracy and integrity of accountability documentation. Provides superior customer service at all times. Effectively motivates, empowers and requires staff to perform his/her job responsibilities. Employs sound time-management and delegation skills. Holds staff accountable for producing quality work, develops staff for career progression and disciplines staff that fail to meet goals. Provides required/supplemental training for new and current employees. Motivates and manages staff to work effectively, creates a supportive work environment, recognizes staff accomplishments and proactively addresses staff performance concerns. Mentors, monitors and models the Career Success Standards as required by the PRH. Shows respect and courtesy to students and holds them accountable for their actions and behavior. Provides quality services for students and ensures that quality is maintained and student needs are met. Pursues improvement and enhancement of requisite services. Exchanges ideas and information, both orally and in writing, in a clear and concise manner and contributes meaningfully to group efforts by offering relevant ideas and knowledge. Provides quality and timely information to DOL/Company when requested. Effectively articulates thoughts and ideas. Identifies problems, analyzes causes and evaluates appropriate solutions prior to taking or recommending actions. Follows up to ensure prompt/appropriate action is taken and that problems are in fact corrected. Works in partnership with staff from all Departments to ensure effective supervision and services are provided to students. Accepts direction and supervision from the Center Director/Center Duty Officer/Shift Manager to include assignments to temporarily perform job responsibilities of other departments and positions. Other duties as assigned.

Requirements

High School Diploma or equivalent required.
Computer literacy and proficiency in spreadsheet and word processing applications required.
Abides by the requirements of 41 CFR §§ 60-1.4(a), 60-300.5(a) and 60-741.5(a).

Nice To Haves

Degree or certification from an accredited or relevant certified training program or school preferred.
Two or more years of related supervisory experience in records keeping, administrative support and electronic records preferred.

Responsibilities

Maintenance, accuracy, and completeness of student records and schedules.
Supervising all Records staff, including interviewing, recommending for hire, disciplining, and evaluating performance.
Ensuring the integrity of all student-related actions, accountability, and performance outcomes.
Training Student Records Clerks, Records Officer, and other department staff on student record maintenance and completion, ensuring compliance with USDOL requirements.
Performing statistical analyses of student records data.
Administering compliance with OASIS and CIS database management programs.
Serving as back-up point-of-contact for CIS.
Ensuring accurate and complete maintenance of student records for timely report submission.
Assisting students with matters related to pay, clothing allowances, leave, class schedules, and travel/transportation.
Ensuring accurate and timely reconciliation of Government-provided travel per DOL guidelines.
Ensuring compliance with all privacy and confidentiality regulations.
Assisting in the development of Center policy and procedure.
Adhering to all USDOL and Job Corps guidelines regarding student records.
Serving as the Center's Accountability Officer, monitoring student accountability issues and documentation.
Providing superior customer service.
Motivating, empowering, and requiring staff to perform job responsibilities.
Employing sound time-management and delegation skills.
Holding staff accountable for producing quality work, developing staff for career progression, and disciplining staff who fail to meet goals.
Providing required/supplemental training for new and current employees.
Motivating and managing staff to work effectively, creating a supportive work environment, recognizing staff accomplishments, and proactively addressing performance concerns.
Mentoring, monitoring, and modeling Career Success Standards.
Showing respect and courtesy to students and holding them accountable for their actions and behavior.
Providing quality services for students and ensuring quality is maintained and student needs are met.
Pursuing improvement and enhancement of requisite services.
Exchanging ideas and information clearly and concisely, contributing meaningfully to group efforts.
Providing quality and timely information to DOL/Company when requested.
Effectively articulating thoughts and ideas.
Identifying problems, analyzing causes, and evaluating appropriate solutions.
Following up to ensure prompt/appropriate action is taken and problems are corrected.
Working in partnership with staff from all Departments to ensure effective supervision and services.
Accepting direction and supervision from the Center Director/Center Duty Officer/Shift Manager, including temporary assignments to other departments and positions.
Performing other duties as assigned.