Program Coordinator I / Document Services Supervisor - 192464

State of South Carolina; South Carolina; On-site; USD 60,000 - 80,000; Full time

Job summary

The SCDMV is seeking a dynamic Document Services Supervisor to join our Imaging / Scanning Unit at Headquarters in Blythewood, SC. You will lead a team of 10, train staff, and ensure efficient, secure processing of documents and imaging workflows.

Responsibilities include mentoring employees, preparing production reports, maintaining document naming conventions in Phoenix and DOCs, troubleshooting scanners and software, and managing the Imaging Unit budget.

Qualifications

• High school diploma and relevant program experience.
• Must pass nationwide background check including fingerprinting.
• Knowledge of SCDMV policies, procedures and program services.
• Familiar with Branch Office Operations and confidentiality when reviewing transactions.
• Detail-oriented; able to spot/correct errors across 66 offices.
• Phoenix and DOCs experience for researching documents.
• Able to operate multiple computer systems and large scanners.
• Manages Imaging Unit budget.
• Capable of planning, organizing, training and supervising a team of 10.
• Strong written and oral communication.
• Able to lift 50 lbs and work extended hours if needed.

Responsibilities

• Supervises department, trains and mentors employees to ensure efficient operations.
• Ensures staff meet requirements and produces reports.
• Maintains document naming conventions in DOCs and Phoenix.
• Performs quality checks and coordinates problem documents/transactions.
• Provides training to level III Administrative Specialists.
• Troubleshoots software, scanner and IT issues; escalates as needed.
• Maintains scanner upkeep and inventory.
• Oversees Imaging Unit budget and staff of 10.

Skills

Team leadership

Attention to detail

Written & verbal communication

Confidentiality

Time management

Education

High school diploma

Tools

Phoenix

DOCs

Job description

The SCDMV is currently looking to hire a dynamic Document Services Supervisor to join our team.

This position is located in the Imaging / Scanning Unit at SCDMV Headquarters in Blythewood, SC.

Responsibilities

• Serves as the supervisor of the Department leading, training and mentoring employees to ensure functionality with effective and efficient operations.
• Ensures that all employees are focused and performing up to Department requirements.
• Prepares weekly, monthly and annual operator production reports.
• Prepares and delivers all human resource documentation to team members when necessary.
• Makes decisions in Manager’s absence concerning minor office issues.
• Examines and processes all documents, responsible for accurate naming convention of all documents within the SCDMV Imaging DOCs System and Phoenix.
• Identifies improperly named documents, missing paperwork, miss-matched documents and cover pages.
• Ensures that all employees are thoroughly quality checking documents and saving items correctly.
• Serves as the lead researcher for problem documents/transactions.
• Provides training to level III Administrative Specialists.
• Serves as the first line of troubleshooting for software issues, scanner problems and any other IT issues.
• Contacts the proper parties upon determining the issues.
• Ensures that the scanners are maintained and cleaned regularly to ensure longevity.
• Ensures scanner supply inventory is always stocked.
• Helps mail manager work mailroom operations - providing solutions to issues as they arise.
• Maintains a secure environment for storage of documents, until imaged into the system. Ensures that once documents have been authenticated in the system - paper files are destroyed.
• Performs other related duties as required by management.

Minimum Requirements

• A high school diploma and relevant program experience.

Agency Requirements

• Must complete a nationwide criminal background check to include finger printing.

Additional Requirements

• Knowledge of Agency policies, procedures, rules/regulations and program services.
• Must be familiar with SCDMV Branch Office Operations and practice extreme confidentiality when reviewing customer transactions.
• Employee must be detail oriented and able to spot and correct errors in transaction documents coming from 66 Branch Offices and Headquarters.
• Must have Phoenix and DOCs experience to include researching documents in both systems..
• Must be able to operate multiple computer systems, multi-purpose copier equipment and large scanning equipment.
• Employee is responsible for managing Imaging Unit Budget.
• Employee must have the ability to plan, organize, train and supervise a team of 10.
• Must be able to use discretion in making independent decisions.
• Employee works under limited supervision.
• Must be able to communicate effectively and efficiently in writing and orally.
• Employee must have the ability to bend, stoop, sit or stand for extended periods of time.
• Employee will be responsible for an Agency provided cell phone.
• Must be able to lift at least 50lbs.
• May be required to work extended hours outside of the normal scheduled work week with limited notice.

What’s in it for you?

At the SCDMV you get to be part of an exceptional team and diverse culture that nurtures mutual success for our customers, employees and our communities. We give you the tools to be successful; all you need to do is bring your best ideas, your energy and a desire to develop your skills, experience and career.

Benefits

• Health, dental, vision, long term disability, and life insurance for employees, spouse and children(also available for temporary employees working over 30 hours per week)
• 15 days annual (vacation) leave per year
• 15 days sick leave per year
• 13 paid holidays
• State Retirement Plan and Deferred Compensation Programs(optional for Temporary Employees)
• An exceptional Employee Assistance Program (EAP) at no cost to the employee or members of their household

Additional Comments

The Department of Motor Vehicles is committed to providing equal employment opportunities to all applicants and does not discriminate on the basis of race, color, religion, sex (including pregnancy, childbirth, or related medical conditions, including, but not limited, to lactation), national origin, age (40 or older), disability or genetic information.

Supplemental questions are considered part of your official application. Any misrepresentation will result in your disqualification from employment. Please complete the state application to include all current and previous work history and education.

Applicants must be legally authorized to work in the United States without the need for employer sponsorship, now or at any time in the future.