Arapahoe County Sheriff

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Records Information Management Lead

at Arapahoe County Sheriff

Pay: $16.31 to $24.47/hour
$16.31 - $24.47
Posted: 4/5/2019
Job Status: Full Time
Job Reference #: 2406993
Keywords:

Job Description

Overall Job Objective

Description

The Arapahoe County Department of Human Services Operations Division has an opening for a full time Records Information Management (RIM) Lead. The Operations Division oversees all management of records and information, quality assurance and compliance, fraud investigations, computer and system security, data and business process analysis, and project management.

The RIM Lead Worker is responsible for providing leadership, on the job training to RIM Technicians, resolves internal/external questions that cannot be handled by a RIM Technician, and assists with complex records, mail, and RIM equipment issues. The RIM Lead Worker serves as a mentor, resource, and ensures RIM staff are in compliance and/or adhering to department, division, and unit policies and procedures. This position will interface regularly with clients, caseworkers/technicians, county management, vendors, community partners, state, county officials/representatives for meetings and demonstrations. The RIM Lead Worker will also provide backup to the RIM Supervisor in his/her absence as well as cover for RIM Technician or Human Services Courier duties during absences, if necessary. In addition, this position provides input and support to the RIM Supervisor for daily work, process/procedure implementations, allocation of resources, delegation, development of training materials/curriculum, and the monitoring and coaching of job performance of RIM staff.

Duties

Conducts, provides, and develops RIM job duty training and training materials/resources and RIM duty rotation and scheduling.

Provides and effectively communicates training updates and refreshers for ongoing or new changes in RIM duties.

Ensures work product quality is monitored for RIM staff through quality assurance checks and review of productivity logs and data.

Monitors daily work duties to ensure that all work is completed timely and identifies/resolves production issues and/or constraints.

Assists RIM Supervisor in planning, organization, and directing of work (flow) of RIM staff, including performance standards and planning, and monitoring of daily support of staff. Monitoring and coaching of production and work skill improvements for RIM staff.

Monitors and sets security levels of work scanned through various systems.

Processes and archives all web/online based applications and case verification documents, in order to assist program specialist in eligibility determination.

Conducts HSConnects testing, demoing, bug/error monitoring/ticket issuance, and provides user story input to internal and external contacts.

Recommends process improvements and supports and/or guides implementation plans.

Researches, updates, and creates household compositions for case records based on most current client provided information.

Performs retrieval, logging, processing, and scanning of deliveries and incoming mail.

Organizes, prepares, processes, and adequately chooses the most fiscally reasonable postage/services of outgoing mail using mail meter, folding/inserting equipment, and service provider resources.

Maintains, troubleshoots and places repair calls for mail and other office equipment, as necessary.

Maintains confidentiality standards when handling confidential material for the department, including assisting with the organization and preparation of the annual warehouse purge and the collection, securing, and replacement of shredding bin receptacles throughout the building.

Works with several state and county computer systems, including but not limited to Colorado Benefits Management System (CBMS), TRAILS, ACSES, and Child Care Automated Tracking System (CHATS), HSConnects (EDMS) and eDOCS.

Performs other duties as assigned.

Skills and Abilities:

Ability to help others learn, identify training needs, provide constructive feedback and coaching.

Ability to logically research, organize and prioritize workload through sound decision and judgment both independently and as a team leader.

Ability to effectively complete work in a timely manner to meet processing timelines guidelines with frequent interruptions.

Facilitates cooperation and teamwork in order to achieve common work goals.

Ability to manage and resolve conflicts, disagreements, and handles difficult conversations in a
constructive manner.

Ability to maintain professionalism and a calm demeanor while working in high volume, high stress, and fast paced work environment, using effective communication in a diverse team with different communication styles.

Ability to maintain effective working relationships with peers, staff, clients, vendors, and management.

Knowledge of basic office/equipment skills, numeric filing skills, and use of software including Microsoft Office Suite programs, such as Outlook, Word, and Excel.

Must attend, successfully complete and pass all required training modules and program access requirements.

Behavioral Competencies:

Takes responsibility for own actions and also identifies and solves problem without specific direction.

Communicates in an open, candid, and consistent manner, while seeking new ideas and proactively addressing job duty improvements.

Explains concepts and procedures clearly and completely while maintaining attention and interest.

Seeks involvement from diverse perspectives and areas of the department, county, or external partners/vendors to problem solve.

Utilizes logic and reasoning to identify alternative solutions, conclusions, or approaches to everyday problems while being thorough, accurate, and reliable when performing and completing job tasks.

Utilizes good judgment when considering costs, benefits, and potential actions.

Requirements

Education:

High School diploma or GED equivalent

Experience:

Three (3) years of document management, imaging/scanning, and general mail room experience


(An equivalent combination of education and work experience that satisfy the requirements of the job may be sufficient.)

Preferred Qualification:

Associates degree
 

Supplemental Information

This position requires successful completion of pre-employment background and motor vehicle checks and post-employment fingerprint check.
 
The position is characterized by supervisory responsibilities without the supervisory authority.

The salary grade listed is the full salary range for the Records Information Management Lead position. Please note that the hiring salary will typically be near the lower end of the pay range listed.
 
SUPERVISION RECEIVED: 
 
Receives direct supervision from the RIM Supervisor.
 
SUPERVISION EXERCISED: 
 
This position does not directly supervise but provides general and technical support for RIM Technicians under the direct supervision of the RIM Supervisor.
 
INTERPERSONAL CONTACTS: 
 
Contacts are with supervisors, peers, subordinates, elected officials, users, and/or vendors. Contacts require the ability to exercise a high degree of interpersonal skills to influence persons at all levels. Incumbent is accountable for the results of the contact.
 
WORK ENVIRONMENT:
 
Work is performed in a standard office setting.
 
PHYSICAL DEMANDS:
The following are some of the physical demands commonly associated with this position.
 
Remains sitting 50% of the time while in the office; stands or walks 50% of the time while in the office.
 
Frequently involved in auditory or verbal interaction both interpersonally and through communication devices such as telephones.
 
Frequently bends, kneels, stoops or reaches when maintaining and moving files and using office equipment.
 
Occasionally lifts or carries up to 75 lbs. when moving office supplies or files.
 
Utilize full scope of visual capacity in order to operate automated office equipment.
 
Constant use of eye, hand and finger coordination enabling performance of job duties and operation of office equipment, including a personal computer, printer, photocopier, fax machine and scanner.
 
Subject to equipment noise 25% of the time on a daily basis.
 
_________
Definitions:
Occasionally: Activity exists less than 1/3 of the time.
Frequently: Activity exists between 1/3 and 2/3 of the time.
Constantly: Activity exists more than 2/3 of the time.

Application Instructions

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