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Supervisor, Records Administration

Summary

This position directs and coordinates all facets of records administration and responsible for various administrative and clerical tasks related to the establishment, improvement, and maintenance of controlled documents, records, and databases as necessary to ensure completeness and irretrievability of facility operating and quality assurance records. This position reports directly to the Manager, Contracts and Administrative Services.

Essential Duties and Responsibilities include the following. Other duties may be assigned.

Performs administrative tasks including: review, editing, date/text entry, tracking, filing, reporting, retrieval, and distribution for assorted record keeping programs including but not limited to:

Internal and external correspondence;

Training and Required Reading;

Instructions, Procedures, and Drawings;

Non-conformance and Corrective Action Reporting;

Records Inventory and Disposition Schedules (RIDS)

Qualified Supplier Lists;

Controlled Documentation Location, Uniform File-Code, and Record Access Listings;

Action/Comment Tracking Reports;

Routinely interfaces with personnel from functional groups as appropriate to facilitate conformance to the WCS RIDS and Action Tracking Program commitments; may be required to perform a variety of non-routine administrative tasks in pursuit of quality assurance objectives; may be required to direct the activities of personnel assigned to assist with records administration.

Apply and reinforce the skills learned through human performance training to prevent personal errors and errors by other team members.

Supervisory Responsibilities

Directly supervises employees in the records Department. Carries out supervisory responsibilities in accordance with the organization’s policies and applicable laws. Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience

High school diploma or general education degree (GED); and two years of related supervisory and administrative experience and/or training; or equivalent combination of education and experience. Successful completion of training related to records administration preferred;

Language Skills

Ability to read, and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization.

 Mathematical Skills

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

Reasoning Ability

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

 


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