Records Supervisor

Opensity Solutions•Newark, NJ

About The Position

The Records Supervisor is responsible for overseeing the efficient management, organization, and maintenance of records and information within the organization. The primary role is to ensure that all records are accurately filed, classified, and stored following established procedures and compliance standards. Lead a team of records clerks and collaborate with various departments to ensure proper document retention, retrieval, and disposal, as well as adherence to data protection and privacy regulations. This role currently leads a team of 3 people and reports to the Records Manager and National Client Relations Manager.

Requirements

High school diploma or equivalent
2-3 years of experience
Ability to understand client inquiries and provide effective responses
Experience in using Microsoft Office products and applications
Understands the importance of delivering added value to clients
Team player who can keep a positive attitude, motivate peers, and build relationships
Ability to maintain confidentiality and security of any client information
Displays a pleasant and cheerful disposition at all times
Ability to lift or move 40 lbs. or greater
Ability to grasp, lift or carry packages on a standard wheeled cart with a load capacity of 75 lbs.
Ability to walk, bend, kneel, stand or sit for an extended period of time
Client first mentality
Demonstrates accuracy and attention to detail
Detail orientated with the ability to multitask and work in a fast-paced high energy environment where priorities are constantly changing
Solid decision-making skills within the scope of the position
Ability to meet deadlines and work under pressure
Good verbal and written communication skills
Ability to use technology
Prioritizing, flexibility, adaptability

Nice To Haves

Experience with the Cornerstone platform

Responsibilities

Develop and implement effective records management policies and procedures to ensure consistent practices throughout the organization.
Monitor and oversee the organization's records management system, ensuring its functionality, reliability, and continuous improvement.
Stay updated on industry best practices and technological advancements to optimize records management processes.
Lead and supervise a team of records clerks, providing clear guidance, direction, and support.
Assign tasks and responsibilities based on team members' skills and workload, ensuring efficient and timely completion of records-related activities.
Conduct regular training sessions to enhance the team's records management knowledge and skills.
Establish and maintain a comprehensive and consistent classification and indexing system for records.
Implement standardized procedures to categorize records accurately, making them easily retrievable and accessible to authorized personnel.
Ensure that records are appropriately labeled and metadata is captured for efficient search and retrieval.
Manage both physical and digital record storage facilities, ensuring proper organization, security, and accessibility.
Implement controls to safeguard sensitive records and prevent unauthorized access or loss.
Oversee the retrieval process, assisting staff in locating and accessing the required records promptly.
Stay informed about data protection, privacy, and record retention regulations, and ensure the organization's compliance with these requirements.
Develop and enforce records disposal schedules to comply with legal and regulatory mandates, minimizing risks and liability.
Collaborate with legal and compliance teams to address records-related issues and implement necessary changes.
Conduct regular audits of the records management system to assess the accuracy, completeness, and compliance of records.
Implement corrective measures and improvements based on audit findings to maintain data integrity and minimize errors.
Foster a culture of quality and attention to detail within the records management team.
Actively participate in training programs, including the utilization of the Cornerstone platform, to enhance your knowledge and skills in the role of a Records Supervisor.