RECORDS & DOCUMENTS SUPERVISOR

Unclassified Position

Current vacancy is in the District Attorney's Office.

Minimum Qualifications : Associate's degree in business or related field; supplemented by two (2) years of experience in customer service, administrative or clerical work or related field; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.

Specific License or Certification Required : Must possess and maintain a valid Georgia driver's license. Must possess the following certifications : Notary Public and Georgia Crime Information Center.

Specific Knowledge, Skills, or Abilities : Must be able to demonstrate proficiency in performance of the essential functions and learn, comprehend, and apply all county or departmental policies, practices, and procedures necessary to function effectively in the position.

Examination : The examination will consist of an evaluation of education and experience, accomplished by analysis of the application. Application must document that the applicant possesses the minimum knowledge, skills, education and experience as listed to be rated as qualified. If selected, an official, accredited college transcript is required, at the time of employment, for all degrees / course work used to qualify for this position.

All applications must be completed in full before they are submitted. Please review all applications for accuracy and make all corrections before submittal because errors can result in not meeting the minimum qualifications. Additional information will not be accepted after applications are received by the human resources department.

Purpose of Classification : The purpose of this classification is to supervise employees involved in providing administrative and clerical support in the daily operation of an assigned department and to perform quality assurance for records and documents activities.

Essential Functions : The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.

Supervises, directs, and evaluates assigned staff : develops and oversees employee work schedules to ensure adequate coverage and control; compiles and reviews timesheets; approves / processes employee concerns and problems and counsels or disciplines as appropriate; assists with or completes employee performance appraisals; directs work; acts as a liaison between employees and management; and trains staff in operations, policies, and procedures.

Organizes, prioritizes and assigns work : prioritizes and schedules work activities in order to meet objectives; ensures that subordinates have the proper resources needed to complete the assigned work; monitors status of work in progress and inspects completed work; consults with assigned staff to assist with complex / problem situations and provide technical expertise; provides progress and activity reports to management, and assists with the revision of procedure manuals as appropriate.

Performs quality assurance of records and documents : reviews the accuracy of files to be archived; interprets and enforces departmental policies and procedures related to records maintenance functions, such as validity, accuracy, and deadlines; ensures accuracy and completeness of records and documents; certifies documents.

Interprets and enforces all applicable codes, laws, rules, regulations, standards, policies and procedures regarding release of records and information : initiates any actions necessary to correct deviations or violations.

Performs various administrative duties for the department : assists with project management; reviews budgets and grants; orders supplies; inputs time and leave usage; performs accounts payable and accounts receivable functions; schedules training for department employees, etc.

Supervises the performance of and performs customer service functions in person, by telephone, or by mail : provides information or assistance regarding department services, activities, forms, procedures, fees, or other issues; responds to routine questions and complaints; researches problems and initiates problem resolution; refers complaints / problems to appropriate personnel.

Processes a variety of documentation associated with department operations within designated timeframes and per established procedures : receives, reviews, records, prepares, types, and / or distributes documentation, including billing invoices, cash, checks and money orders, lab reports, records requests, medical records, statistical reports, toxicology reports, performance appraisals, and other documents; enters data into computer systems; logs, tracks, or maintains records regarding department activities; compiles data for further processing or for use in preparation of department reports; files, maintains, and stores hardcopy records; submits or forwards documentation to appropriate personnel.

Supervises the maintenance of and maintains file system of various files / records : prepares files, organizes documentation, and files documents in designated order; retrieves / replaces files; scans records into computer; shreds / destroys confidential or obsolete documents; conducts records maintenance activities in compliance with guidelines governing record retention.

Supervises the distribution of and distributes documentation between department / staff members and internal / external individuals / agencies : operates fax machine to send / receive documentation; distributes / delivers incoming faxes, mail, or other documentation; copies and distributes forms, reports, correspondence, schedules, agendas, or other documentation.

Researches compile, and / or monitors administrative or statistical data pertaining to department operations : summarizes data, performs routine data analysis, and prepares reports; conducts research of department files, legal records, database records, electronic data sources, Internet sites, hardcopy materials, or other sources as needed.

Operates or uses various equipment and supplies in order to complete work assignments : operates a personal computer to enter, retrieve, review or modify data, utilizing word processing, spreadsheet, database, presentation, Internet, e-mail, or other software; and operates general office or other equipment as necessary to complete essential functions.

Communicates with supervisor, other employees, the public, and other individuals as needed to coordinate work activities, review the status of work, exchange information, or resolve problems.

Additional Functions : Performs other related duties as required.

Performance Aptitudes :

Data Utilization : Requires the ability to review, classify, categorize, prioritize, and / or analyze data. Includes exercising discretion in determining data classification, and in referencing such analysis to established standards for the purpose of recognizing actual or probable interactive effects and relationships.

Human Interaction : Requires the ability to act as a first-line supervisor, including instructing, assigning and reviewing work, maintaining standards, coordinating activities, and evaluating employee job performance.

Equipment, Machinery, Tools, and Materials Utilization : Requires the ability to operate, maneuver and / or control the actions of equipment, machinery, tools, and / or materials used in performing essential functions.

Verbal Aptitude : Requires the ability to utilize a wide variety of reference, descriptive, and / or advisory data and information.

Mathematical Aptitude : Requires the ability to perform addition, subtraction, multiplication and division; ability to calculate decimals and percentages; may include ability to perform mathematical operations with fractions; may include ability to compute discount, interest, and ratios; may include ability to calculate surface areas, volumes, weights, and measures.

Functional Reasoning : Requires the ability to apply principles of rational systems; to interpret instructions furnished in written, oral, diagrammatic, or schedule form; and to exercise independent judgment to adopt or modify methods and standards to meet variations in assigned objectives.

Situational Reasoning : Requires the ability to exercise judgment, decisiveness and creativity in situations involving evaluation of information against measurable or verifiable criteria.