Gcic & Records Supv

SPECIFIC DUTIES AND RESPONSIBILITIES

• Supervises, directs, and evaluates assigned staff; develops and oversees employee work schedules to ensure adequate coverage and control; compiles and reviews timesheets; approves/processes employee concerns and problems and counsels or disciplines as appropriate; assists with or completes employee performance appraisals; directs work; and trains staff in operations, policies, and procedures.
• Organizes, prioritizes, and assigns work; prioritizes and schedules work activities in order to meet objectives; ensures that subordinates have the proper resources needed to complete the assigned work; monitors status of work in progress and inspects completed work; consults with assigned staff to assist with complex/problem situations and provide technical expertise; provides progress and activity reports to management; and assists with the revision of procedure manuals as appropriate.
• Covers additional duties such as conducting quality assurance of records and documents; reviewing accuracy of files to be archived; interpreting and enforcing departmental policies and procedures related to records maintenance functions; ensuring accuracy and completeness of records and documents; certifying documents; interpreting and enforcing all applicable codes, laws, rules, regulations, standards, policies and procedures regarding release of records and information; initiating any actions necessary to correct deviations or violations; conducting various administrative duties for the department; assisting with project management; reviewing budgets and grants; ordering supplies; inputting time and leave usage; performing accounts payable and accounts receivable functions; scheduling training for department employees.
• Supervises the performance of and performs customer service functions in person, by telephone, or by mail; provides information or assistance regarding department services, activities, forms, procedures, fees, or other issues; responds to routine questions and complaints; researches problems and initiates problem resolution; refers complaints/problems to appropriate personnel.
• Processes a variety of documentation associated with department operations within designated timeframes and per established procedures: receives, reviews, records, prepares, types, and/or distributes documentation, including billing invoices, cash, checks and money orders, lab reports, records requests, medical records, statistical reports, toxicology reports, performance appraisals, and other documents; enters data into computer systems; logs, tracks, or maintains records regarding department activities; compiles data for further processing or for use in preparation of department reports; files, maintains, and stores hardcopy records; submits or forwards documentation to appropriate personnel.
• Supervises the maintenance of and maintains file system of various files/records; prepares files, organizes documentation, and files documents in designated order; retrieves/replaces files; scans records into computer; shreds/destroys confidential or obsolete documents; conducts records maintenance activities in compliance with guidelines governing record retention.
• Supervises the distribution of and distributes documentation between department/staff members and internal/external individuals/agencies; operates fax machine to send/receive documentation; distributes/delivers incoming faxes, mail, or other documentation; copies and distributes forms, reports, correspondence, schedules, agendas, or other documentation.
• Researches, compiles, and/or monitors administrative or statistical data pertaining to department operations; summarizes data, performs routine data analysis, and prepares reports; conducts research of department files, legal records, database records, electronic data sources, Internet sites, hardcopy materials, or other sources as needed.
• Communicates with supervisor, other employees, the public, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems.

MINIMUM QUALIFICATIONS AND STANDARDS REQUIRED

• Requires an Associate’s Degree in Business or related field
• Two (2) years of experience in customer service, administrative or clerical work or related field
• Any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job
• Requires a valid state driver’s license with acceptable driving history
• Must Possess The Following Certifications: Georgia Terminal Agency Coordinator Certification and Georgia Criminal Justice Information System Certification