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Manager, Records Operations

Job Title

Manager, Records Operations

Job ID

14353

Location

Kingwood Texas 77339-2065

There’s a reason Insperity was ranked in the top 3% on WorkplaceDynamics’ National Top Workplaces list and named one of the top 100 companies to work for in the U.S. 

 

Want to work for us and find out why? 

 

As a trusted advisor to America’s best businesses for more than 35 years, Insperity provides an array of human resource and business solutions designed to help improve business performance. In addition, we provide the client company and their worksite employees with a wide array of value-added benefits and services. 

 

Insperity offers a competitive compensation package and a world-class benefits package, including 19 days paid time off, 9 paid holidays, medical, dental and vision benefits, 401k and tuition reimbursement. At Insperity, we’re committed to providing a positive work environment, and to helping our employees succeed both personally and professionally. 

  

Manager, Records Operations

We are currently seeking a Manager, Records Operations to join our team.

Provides forward-thinking and creative leadership in ensuring the consistency and quality of all operations within Records. Responsible for the planning, development, performance, and measurement of all work completed by systems and team members within Records. This may include supervising the design, execution, and maintenance of: the Insperity imaging and document storage and retrieval program (both paper and electronic documents), the auditing program for worksite employee documentation, and the program to ensure compliance with U.S. Citizenship and Immigration Service, Social Security Administration, and the Internal Revenue Service rules and regulations. Leads continuous improvement efforts to refine Records processes for greater productivity and efficiency. 

 

ESSENTIAL FUNCTIONS

Under limited supervision and much decision-making:

  • Develops strategy for workflow and process improvement within Records.
  • Leads project management for customized, innovative solutions for counterparts within Insperity and / or clients and worksite employees.
  • Engages the Leadership team in strategic planning for the department, including development of department goals and objectives, process changes, workload management, and preparation for heavy volume.
  • Leads process and policy development throughout the Records organization, ensuring that the workflow goes smoothly from one area to another.
  • Leads process and policy development with other groups within Insperity with whom we have a collective process to ensure that work is completed efficiently and effectively.
  • Manages workflow and deadlines within given program responsibility, including ensuring completion of daily commitments, planning for volume variances throughout the year, and managing backlog.
  • Works closely with Records Leadership team to ensure that department objectives are being met.
  • Manages vendor contracts, including review of proposals and statements of work. Leads those documents through the internal process for contract review and required approval. Ensures adherence to the proposal budgets and recommends changes as necessary through the completion of the work.
  • Collaborates with all departments and customers in developing efficient records processes and resolving records management issues. Coordinates internal and external resources to meet or exceed customer expectations. Develops and maintains good working relationships with all departments.
  • Leads the Records responsibility in Disaster Recovery, including company-wide email notification. Coordinates company-wide communication messages with all necessary stakeholders.
  • Ensures compliance with any processes or regulations within given program responsibility. Provides timely communication on changes to those processes or regulations. Ensures that the impact of regulatory changes in other groups are accurately reflected in Records.
  • Collaborates with peers to cross train team members, utilize resources within and outside of Records to manage heavy volume periods, and contribute to overall strategic planning for entire department.
  • Participates in developing, planning, and testing for Information Management systems.
  • Stays up-to-date on changes to governmental rules and regulations that affect the department and participates in decisions, along with other internal partners, to determine what process changes need to occur. Leads change management within department to execute on those changes. Provides reports to internal providers and/or clients to ensure regulatory requirements are met.
  • Leads, trains, evaluates, provides constructive feedback, and conducts performance reviews for assigned team members, promoting professional development and developing future talent.
  • Engages in collaborate relationships across Insperity for box storage and destruction, and other Records related tasks to ensure a high level of customer service and an efficient process for Records.
  • Acts as backup to other department leaders.
  • Provides production schedules, reports and budget forecast to management as required.

SUPERVISORY RESPONSIBILITY

Supervises others: Yes

 

EDUCATION / EXPERIENCE REQUIREMENTS

  • Associate’s Degree is required. Bachelor’s Degree is preferred.
  • Five or more years of experience in leadership of records management or other similar operation leadership is required.
  • Experience with Sharepoint as a records management system highly preferred.

HIPAA LEVEL  

HIPAA Plan Level identifies if the position is authorized to use and disclose protected health information.

Plan Level 1 – Authorized to use and disclose protected health information for specific purposes, and exchange basic eligibility and enrollment information.

HIPAA Security Level designates a positions access to electronically held protected health information.

Security Level 2 – Permitted “read only” access to protected health information. May only view screens containing protected health information.

This job specification should not be construed to imply that these requirements are the exclusive standards of the position.  Incumbent will follow any other instructions, and perform any other related duties, as may be required by the supervisor.