Records Manager

Position

Records Manager

Reports To

Center Director

Department

Student Records

FLSA STATUS

Non-Exempt

Primary Position Objectives

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.

Position Responsibilities

Key Responsibilities

Brief Description of Duties

Administration

Procedures

• 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) Serrato policies and procedures, Job Corps notices and bulletins, and Center policies and procedures.
• Demonstrates and abides by Serrato Corporation’s 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.

Position Competencies

Key Competencies

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 verbal for the presentation of facts and ideas.
• Shows professional non-verbal body language and actively listens to others.

Organization of Work

• Action oriented. Demonstrates the ability to handle several projects simultaneously with decision making, flexibility, and problem solving.
• Implements the key principles of time management, task allocation and priority assignment in addition to personal organization.
• Shows attention to detail and ability to complete work with the highest level of accuracy and efficiency.
• Continually seek ways to improve employment service provided via development of professional skills and personal growth.

Professionalism

• Demonstrates professional interpersonal skills when interacting with others. Abides by Serrato Corporation’s Healthy Workplace Environment policy.
• Acts as team player and builds professional relationships with coworkers to achieve goals.

Leadership & Management

• Ability to exceptionally manage and lead staff from diverse backgrounds.
• Committed to investing in and developing staff and positioning them to succeed.
• Mission-oriented and possesses a strategic vision.
• Motivates staff and provides coaching and/or feedback when needed.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.

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

Computer Literacy with basic computer functions, email, internet, and basic programs such as Adobe Acrobat.

High level of organizational and accurate record maintenance skills.

Strong Analytical skills and attention to detail to verify information and ensure accurate storage and retrieval of records.

High level of leadership and management skills.

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’s License.

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, use hands and fingers to handle or feel, to reach with hands and arms, and talk and listen. 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.

Work Environment

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.

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.

EMPLOYEE ACKNOWLDEGMENT

I fully understand that participation in PRH mandated staff training is mandatory. I acknowledge that failure to participate may result in disciplinary action up to and including discharge. I understand my key areas of responsibilities, performance expectations and work standards. I acknowledge that failure to perform to the expectations set forth in this position description may result in disciplinary action up to and including discharge.

Employee Name (please print)

Date

Supervisor Signature

Date

Employee Signature

Date

Center Director

Date

POSITION DESCRIPTION APPROVAL:

DOL Project Manager

Date

Center Director

Date

Corporate HR

Date

Center Director

Date

Job Type: Full-time

Pay: $46,000.00 - $52,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift

Ability to commute/relocate:

• McKinney, TX 75069: Reliably commute or planning to relocate before starting work (Required)

Security clearance:

• Confidential (Preferred)

Work Location: In person

Salary : $46,000 - $52,000