Records Supervisor

LifeSkills Connection Inc.; Sedro-Woolley (WA); On-site; USD 27,000 - 39,000; Full time

Job summary

LifeSkills Connection Inc. is seeking a Records Administrator to oversee the student records function and perform administrative analysis in compliance with government directives and data integrity policies.

You will supervise the records clerk and systems administrator, and coordinate with the Career Development Manager on budgeting and policy implementation. The role requires strong communication, experience in records management, and the ability to train staff while ensuring privacy and data

Qualifications

• Excellent written and verbal communication skills.
• Proficiency with advanced Microsoft Office applications including Word, Power Point, Excel and Adobe Acrobat.
• Three years’ experience in administrative support, data entry, records management, or related experience. One-year supervisory experience.

Responsibilities

• Plan, coordinate, and manage the administrative and student records activities of the department. Track and communicate OBS to managers and directors.
• Provide staff training, evaluate staff performance and implement departmental changes as approved by the center director and coordinated with the manager, human resources prior to implementation.
• Assist the Career Development Manager in the preparation of the departmental budget; monitor and control expenditures; review and recommend changes to budget authorizations.
• Assist in the development and implementation of new and revised policies and procedures affecting student records, Center Information System (CIS), data integrity, and Career Development Services System (CDSS) requirements.
• Review and audit all assigned areas regularly for contractual compliance and effectiveness of delivery of service to students. Prepare related reports.

Skills

Communication

Education

Bachelor’s Degree in related field

Tools

Microsoft Office

PowerPoint

Excel

Adobe Acrobat

Job description

Responsible for overseeing the student records functions and performing administrative analysis of a wide variety of student records, in compliance with government and management directives and date integrity policies. Directly supervises the records clerk and systems administrator.

PositionResponsibilities

Key Responsibilities

Brief Description of Duties

Administration

Procedures

• Salary: $23.99-$24.00/hourly
• Plan, coordinate, and manage the administrative and student records activities of the department. Track and communicate OBS to managers and directors.
• Provide staff training, evaluate staff performance and implement departmental changes as approved by the center director and coordinated with the manger, human resources prior to implementation.
• Assist the Career Development Manager in the preparation of the departmental budget; monitor and control expenditures; review and recommend changes to budget authorizations.
• Assist in the development and implementation of new and revised policies and procedures affecting student records, Center Information System (CIS), data integrity, and Career Development Services System (CDSS) requirements.
• Review and audit all assigned areas regularly for contractual compliance and effectiveness of delivery of service to students. Prepare related reports.
• Control and monitor data operations and make adjustments necessary to ensure daily, weekly, and monthly schedules are met.
• Perform administrative and statistical analysis of a wide variety of student records; review and audit records to ensure that they are being maintained in compliance with DOL requirements.
• Train and provide guidance to records clerk relative to the maintenance and completion of student records; establish work assignments and priorities.
• Ensure timely and accurate submission of student records, daily/weekly reports and other documents to appropriate regional, national and other center offices.
• Maintain accurate and current accountability systems such as status reports, enrollment, allotments, leave records, student pay, profiles and government transportation.
• Perform input assignment, enrollment and separation, including transfers and extensions of enrollment of students; answers questions and assists students relative to pay, allowances, leave, class scheduling, attendance, government transportation and records; ensure privacy act compliance in records request.
• Provide orientation for new staff and students in CIS functions, and accountability requirements.
• Supervise records, reports, data control for the center performance standards system.
• Works towards meeting performance management goals.
• Holds regular staff meetings at least twice a month, document meetings, and submit documentation to Center Director.
• Follows CDSS plan and Code of Conduct system daily.
• Adheres to required property control policies and procedures.
• Maintains good housekeeping in all areas and complies with safety practices.
• Complies with all DOL guidelines, OFCCP regulation, Quality Assurance Plan (QAP) LifeSkills policies and procedures, Job Corps notices and bulletins, and Center policies and procedures.
• Demonstrates and abides by LifeSkills core values and operating principles.
• Models, mentors, monitors appropriate Career Success Standards.
• Helps students become more employable through continuous reinforcement.
• Evaluates personnel under his/her management and makes recommendations regarding disciplinary actions, promotions, and/or merit increases.
• Participation in PRH mandated staff training is mandatory. Failure to participate may result in disciplinary actions up to and including termination.
• Performs other duties as assigned.

Performance Standards/Results

Effective

Communication

• Presents information both clearly and concisely and regularly confirms correct interpretation of information.
• Very high standard of communication skills both written and oral for the presentation of facts and ideas.
• Written communication must be clear, concise, easy to read and comprehend.

Organization of Work

• Demonstrates the ability to handle several projects simultaneously.
• Implements the key principles of time management, task allocation and priority assignment in addition to personal organization.
• Continually seek ways to improve the service provided via development of professional skills and personal growth.
• Initiates and responds to suggestions for improving service.

Qualifications

Excellent written and verbal communication skills.

Proficiency with advanced Microsoft Office applications including Word, Power Point, Excel and Adobe Acrobat.

Experience

Three years’ experience in administrative support, data entry, records management, or related experience. One-year supervisory experience.

Education

Bachelor’s Degree in related field preferred.

Certificates, Licenses, Registrations

Valid State Driver’sLicense with acceptable driving record.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit, stand, and walk; to reach with hands, arms, talk, and listen. The employee is occasionally required to sit; to use hands to finger, handle, or feel; to taste and to smell. The employee must be able to occasionally lift and/or move up to 25 pounds. Specific vision capabilities required by this job include close vision, distance vision, and peripheral vision.

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is occasionally exposed to outdoor weather conditions. The noise level can vary from moderate to loud.

Disclaimer:

As a federal contractor, selected candidates are required to pass the following pre-employment requirements prior to beginning employment: Employment contingent upon passing background check and a pre-employment drug test. (This position is considered a safety sensitive position; therefore, the pre-employment drug test includes testing for marijuana). Positive test results will exclude an applicant from being hired.

All selected candidates after hire will receive CPR/First Aid Certification and Narcan Administration training within the first 90 days of employment. All employees are responsible for the safety of the students and may be required to provide provisional emergency services in the event of an emergency.

LifeSkills Connections Inc. is committed to granting equal employment opportunity to all qualified persons without regard to race, color, national origin, sex, disability, age, religion, genetic information, marital status, height, weight, gender, pregnancy, sexual orientation, gender identity or expression, veteran status, or any other legally protected category.

If you are an individual with a disability and require a reasonable accommodation to complete any part of the application process or are limited in the ability or unable to use this online application process and need an alternative method for applying, you may contact Jennifer Law, Human Resources Manager [phone] or [e-mail] for assistance.

This job description is not intended to be all-inclusive. Therefore, the employee may be requested to perform other reasonable related duties as assigned by the immediate supervisor and other management as required.

The company reserves the right to revise or change job duties as business requirements dictate. It is mutually agreed that the job description does not constitute a written or implied contract of employment. It is also understood that the company reserves the right to change work schedules as required, including overtime.