Document Services Supervisor - Swing

Relay Resources is an Equal Opportunity Employer that strives to create a diverse workforce and an inclusive culture and believes each employee makes a significant contribution to our success. That contribution should not be limited by the assigned responsibilities. Therefore, this job description is designed to outline primary duties, qualifications, and job scope, but not limit the incumbent nor the organization to adjust the work identified. It is our expectation that each employee will offer his/her services wherever and whenever necessary to ensure the success of our endeavors.

 

Disabled people / people with disabilities and neurodivergent people are strongly encouraged to apply. Relay Core Competencies

• Focus on Strengths
• Prioritize Informed Action
• Communicate Clearly
• Champion Disability Inclusion
• Build Supportive Relationships

 

 

JOB SUMMARY

 

The Document Solutions Supervisor is responsible for the work of the team members for their assigned shift specifically, and works in collaboration with the Document Solutions Manager and Document Solutions Director as well as other colleague supervisors for department wide initiatives while also collaborating with their shift Team Lead and Data Imaging Specialists to ensure shift employee engagement and successful production to contract specifications.

 

ESSENTIAL FUNCTIONS

 1.      Team Management

•          Maintain confidentiality of employee information consistent with HIPAA and other applicable laws and policies.
•          Support shift team members and handles work related issues that arise.
•          Keep the Document Solutions manager informed of all work-related issues, including changes to workflow or production.
•          Support the performance management process as appropriate.
•          Timesheet coordination, ensuring that timesheets are accurate, complete, and approved timely for the payroll cycle process.
•         Engage and collaborate with Manager and staff on any progressive discipline items as appropriate to support staff and team performance.
•          Support and engage in the recruiting process as needed for additional staff, as directed by the Manager and Director of the Document Solutions team.

 

2.      Communication

•         Provide reports regarding team and staff production as appropriate.
•          Conduct regular team meetings.
•          Report and interact with customers and the department manager regarding the status of work and related activities as appropriate.
•          Conduct regular meetings with Manager for regular customer updates.

 

3.      Training

•          Assist employees with learning the necessary skills to be successful on the job.
•         Provide targeted training and mentorship to team lead(s) to further develop their skills and abilities.
•        Supports and offers directions to the Data Imaging Specialists as appropriate, collaborating with them to ensure staff are trained successfully in their roles.

 

4.      Quality Assurance

•         Responsible for processing, distributing, scheduling, measuring, and analyzing the productivity of the assigned shift.
•          Ensures that work center equipment remains in working order.
•          Ensure work products are delivered in a timely manner; tracks delivery accuracy and brings any delivery issues to the manager’s attention.
•          Set up new contract jobs based on customer specifications. 

 

5.      Customer Service

•          Assist customers in person and on the telephone.
•          Understand the customer needs and ensure each deadline is met, at or above the contracted deliverable standards.

 

6.      Contracts

•         In collaboration with management, support efforts in ensuring workflow efficiency and suitability for new accounts.
•        Maintain confidentiality of all customer information.

 

7.      Other duties as assigned

•         Potential ad hoc or additional responsibilities within the scope of this role expected to be fulfilled as needed.

 

MINIMUM QUALIFICATIONS

 

•         5+ years’ experience working in an office setting with related terminology, equipment, and practices.
•         Previous supervisory or leadership experience.
•        Ability to handle multiple deadline-driven projects at once.
•         Excellent verbal and written communication skills.
•         Experience successfully working with a wide variety of people, cultures, and backgrounds. This includes adults with disabilities.
•         Excellent customer service and interpersonal skills.
•         Proven ability to maintain confidentiality.
•         Ability to pass drug screening and criminal history background check and/or fingerprinting as appropriate at any time during employment.
•        Ability and drive to consistently model Relay Resources’ How We Work Together expectations:

 

 

PREFERRED QUALIFICATIONS

•          Previous supervisory experience
•        Previous work in contracts-based employment and/or program management

 

KNOWLEDGE, SKILLS, AND ABILITIES

•         Knowledge of project management
•         Ability to maintain confidentiality
•         Ability to coordinate multiple projects effectively
•          Knowledge of conflict resolution approaches
•          Ability to navigate interpersonal challenges
•          Ability to work independently
•         Ability to collaborate with teams
•          Skills in project management basics
•          Ability to model expectations for others
•         Knowledge of workplace accommodations

 

SCOPE & ACCOUNTABILITY

•          Performs duties independently.

 

SUPERVISORY RESPONSIBILITY

•          Ability to work with moderate supervision and some independent decision making.

 

WORK ENVIRONMENT & PHYSICAL DEMANDS

•          Office atmosphere
•          Sitting for extended periods of time
•          Using a variety of office equipment
•          Moderate noise level