Records Manger Job in Jacksonville 32210, Florida Us

Responsible for managing the daily operation of the Records area by maintaining the confidentiality and integrity of all VyStar records. Staffs, trains, manages, evaluates and develops employees to provide adequate personnel resources to conduct business. Oversees VyStar’s records retention systems and confidential records. Oversees the document imaging process for the organization. Ensures the area functions in an efficient and cost-effective manner by maintaining maximum availability of records management and performance of staff. Ensures subpoenas and other legal requests are processed in a timely manner. Serves as the Records Custodian for VyStar Credit Union in legal matters. Serves on the Disaster Recovery Team. Maintains a strong knowledge of credit union policies, procedures, and federal/state regulations pertaining to document imaging, records retention, and privacy laws.

ESSENTIAL JOB FUNCTIONS

• Manages and supervises the staff and activities of the records area. Guides and directs proper application of procedures and policies by staff to achieve quality service, improve productivity, maintain confidentially and security controls. Monitors work in conjunction with department leaders to ensure timely processing and deadlines are met. Prepares and administers employee evaluations.

• Oversees VyStar’s records retention systems and confidential records. Ensures records retention periods, storage, and retrieval are established and followed according to state and federal regulations. Ensures the accurate response to subpoenas is handled according to court, state and federal laws.

• Oversees document destruction; the proper destruction (shredding) of credit union and member information. Ensures documents are destroyed according to state and federal regulations and VyStar procedures.

• Represents VyStar as records custodian in legal matters involving records the credit union has in its possession. Verifies subpoenas and other court requests are processed within the required guidelines and regulations.

• Ensures all applicable staff members are trained in the accurate retention and retrieval of records. Acts as a frequent source of information for member and member service questions regarding document imaging, records retention and retrieval, and subpoenas processing. Coordinates the development of training materials and programs and conducts training programs with employees as needed.

• Reviews, approves and instructs staff in processing exceptional or extraordinary transactions and responding to members who request services outside of established polices and procedures. Resolves member complaints or issues regarding VyStar’s services, policies or procedures that cannot be handled by employees. Refers further unresolved matters to the Vice President with solutions and alternatives, as appropriate. As opportunities arise, encourages members to take advantage of the products and services offered by VIS and VTA.

• Serves as a technical liaison to vendors and departments within the credit union to coordinate work related to records retrieval, document imaging and records retention scheduling. Serves on the Disaster Recovery Team.

• Assists with the annual operating and business plans, responses, special projects, etc.

• Makes recommendation/suggestions on improving and streamlining processes, employee tasks/transactions, and member information. Maintains tracking spreadsheets and reports of work completed to be used to identify trends and corrective actions.

• Exercises independent judgment in reviewing and performing the quality control processes to meet member needs and departmental/organizational goals. Resolves problems independently or, in the case of exceptional situations, refer the problem to the Vice President for appropriate resolution.

• Performs other duties as assigned.

• Incumbent is expected to demonstrate each of the following VyStar Excellence behaviors in performing the duties and responsibilities of their job.

 Focus Focus your full attention by carefully listening to and observing your client or member.

 Connect Consistently be friendly and approachable. Demonstrate you care.

 Understand Listen empathetically and ask questions. (70%/30%)

 Counsel Recommend solutions based on your client’s or member’s needs and objectives.

 Advance Ensure that member's expectations were exceeded.

Verify necessary follow-up action.