Records Supervisor

RECORDS SUPERVISOR (INDYPENDENCE JOB CORPS CENTER)

Hours :   Monday - Friday 7 : 30 a.m. - 4 p.m.

POSITION SUMMARY :

Responsible for the maintenance, accuracy and completeness of student records and schedules.

RESPONSIBILITES : ​​​​​​​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.

Qualifications

QUALIFICATIONS & EXPERIENCE :

High School Diploma or equivalent required. 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. Computer literacy and proficiency in spreadsheet and word processing applications required.

“Adams and Associates, Inc. abides by the requirements of 41 CFR §§ 60-1.4(a), 60-300.5(a) and 60-741.5(a). These regulations prohibits discrimination against qualified individuals based on their status as protected veterans or individuals with disabilities, and prohibit discrimination against all individuals based on their race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. Moreover, these regulations require that covered prime contractors and subcontractors take affirmative action to employ and advance in employment individuals without regard to race, color, religion, sex, national origin, protected veteran status or disability.” This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.