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Manager, Records Management

3 months ago

Lansing, United States Emergent Holdings Full time
Job Description

This opportunity is Hybrid Remote in Lansing, MI

Provides leadership and direction to the Records and Mail Services Team to ensure that the goals and standards of the department and Enterprise are being met. Responsible for providing strategies and methods to effectively handle document imaging, in/outbound mail services and document retention for AF Group, including all its brands. Facilitates the development of cross-functional work teams within Records Management and Mail Services. Participates in ongoing development of new products and technologies. Ensures productivity meets or exceeds service and quality standards. Develops departmental budget and controls costs.

RESPONSIBILITIES/TASKS:
  • Plans, directs, manages and evaluates the day-to-day operations, workflow and production across ALL brands within the Enterprise.
  • Manages teams supporting multiple lines of business and multiple job functions.
  • Responsible for all incoming/outgoing mail processes ensuring appropriate service is provided.
  • Mentors, facilitates and motivates employees, removing barriers and developing career paths with professional growth opportunities.
  • Stay up to date on changing service levels, regulatory and compliance requirements to meet the needs of all lines of business.
  • Sets annual departmental strategy to align with brands and corporate goals.
  • Negotiates invoice and/or delivery discrepancies with vendors and suppliers.
  • Develops and maintains strong working relationships with internal and external customers.
  • Manages company assets as dictated by upper management and company policy.
  • Prepares reports as necessary.
  • Represents department in various meetings, project plans and committees within the Enterprise..
  • Implements programs to increase operational effectiveness and efficiency
  • Oversees handling of queues. Responsibilities include: forecasting, staffing and monitoring of real-time/historical reporting to make adjustments as needed.
  • Participates in development of annual departmental profit planning and business goals. Exercises fiscal responsibility in managing the departmental budget.
  • Works with brand leadership team to execute strategic planning activities for the operating unit and align requirements of the Company.
  • Identifies training/quality requirements for individual team members and overall training/quality needs for the entire team. Further develop the performance of the team within the department and maintain an engaged workforce.
  • Builds and fosters collaborative relationships with other departments within the enterprise to stay informed and abreast of new initiatives and services of the enterprise
  • Directly supervises subordinate staff, conducts performance evaluations, administers discipline and provides coaching.
  • Maintains confidentiality of information processed, as appropriate.
  • Other duties as assigned.
DIRECTION EXERCISED:

Directly manages exempt and non-exempt staff. Carries out responsibilities in accordance with company policies and applicable laws. Responsibilities include interviewing, selecting and training employees; planning, assigning and directing work; appraising performance; rewarding and disciplining employees; addressing complaints; and resolving problems.

This position description identifies the responsibilities and tasks typically associated with the performance of the position. Other relevant essential functions may be required.

EMPLOYMENT QUALIFICATIONS:

EDUCATION OR EQUIVALENT EXPERIENCE:

A bachelor's degree in business or related field. Continuous learning, as defined by the Company's learning philosophy, is required. Certification or progress toward certification is highly preferred and encouraged. Combinations of relevant education and experience may be considered, preference given to degree.

EXPERIENCE:

Seven years experience of progressive responsibility in a document management environment with demonstrated technical knowledge and relevant skills, knowledge and abilities required. A minimum of five years demonstrated leadership required. Workers' compensation insurance experience preferred.

SKILLS/KNOWLEDGE/ABILITIES (SKA) REQUIRED:
  • Ability to establish, develop and maintain interpersonal relationships with customers and co-workers.
  • Must demonstrate leadership ability and team building skills to effectively supervise staff and interact with all levels of management.
  • Ability to work with and empower others on a collaborative basis to ensure success of unit team.
  • Ability to effectively communicate, in verbal or written form, by sharing ideas, reporting facts and other information, responding to questions to leadership, brands, and operations as necessary.
  • Ability to effectively present budgetary and/or cost information and respond to questions as appropriate.
  • Ability to establish workflows, manages multiple projects, and meets necessary deadlines.
  • Must have excellent listening and organizational skills.
  • Ability to manage complex long-term projects.
  • Ability to prepare reports and business correspondence.
  • Ability to comprehend the consequences of various problem situations and address them or refer them for appropriate decision-making.
  • Ability and proficiency in the use of computers and company standard software.
  • Ability to perform other assignments at locations outside the office.
  • Ability to maintain confidentiality.
  • Understand the value of a diverse workforce and the contribution various perspectives offer to the organization.
  • Knowledge of team building and employee motivation theories with the ability to work with and empower others on a collaborative basis to ensure success of team.
  • Demonstrated conflict mediation and resolution ensuring fairness and impartiality.
  • Ability to develop performance measures and assess employee performance to ensure department and enterprise goals are met while maximizing customer service.
  • Ability to incorporate new ideas and concepts into the daily operations and lead teams to embrace organizational and business change.
  • Ability to interact with others to build consensus and get decisions implemented.
  • Strong strategic planning, program development and project management skills.
  • Ability to think ahead and plan over a 3 to 5-year span.
  • Demonstrates ability to work with enterprise executives, senior management and external contacts.

WORKING CONDITIONS:

Work is performed in an office setting with no unusual hazards. Minimal travel.

The qualifications listed above are intended to represent the minimum education, experience, skills, knowledge and ability levels associated with performing the duties and responsibilities contained in this job description.

"Actual compensation decision relies on the consideration of internal equity, candidate's skills and professional experience, geographic location, market and other potential factors. It is not standard practice for an offer to be at or near the top of the range, and therefore a reasonable estimate for this role is between $90,400 and $151,500."

We are an Equal Opportunity Employer. Diversity is valued, and we will not tolerate discrimination or harassment in any form. Candidates for the position stated above are hired on an "at will" basis. Nothing herein is intended to create a contract.

#LI-MG1 #AFICA

About the Team

Accident Fund Insurance Company of America