Assistant Manager, Imaging & Records @ Center Crossing

JOB SUMMARY Under general direction, the Assistant Manager, Imaging & Records manages the organization, maintenance, distribution, use, preservation, and disposal of electronic and physical records following the requirements of applicable law, Company policies, best practices, and high ethical standards. In addition, this position assists in development and management of a team, including setting department guidelines, standards, and managing special projects. ESSENTIAL JOB FUNCTIONS Responsible for implementation of records management policies intended to promote and comply with process standards, protection of Company and consumer data, secured record retrieval processes, reports, and other information contained in various formats such as; electronic, paper, or media records. Ensures execution and compliance of all record policies, procedures, and processes; performs quality control and remediation; and, maintains and/or exceeds production and performance standards. Plans, develops, and administers Imaging and Records operations controls designed to facilitate effective and efficient handling of business and required regulatory records. Works closely with key stakeholders to define retention periods for new and ongoing services, providing subject matter expertise and advising on techniques and best practices of document and data workflows. Oversees records and/or asset inventory management programs: storing, arranging, indexing and classifying records; electronic, paper-based information, and/or physical inventory. Maintains inventory archives. Manages and performs quality assurance pertaining to retention and/or disposal regardless of records format (paper and electronic) including cloud based environments. Troubleshoots hardware and software issues; collaborates with Technology department and/or vendors for resolution. Participates in projects and initiatives as provided by direct manager and above. Operates warehouse equipment such as a pallet jack, ladders, step stools, shelving materials, etc. Provides accurate productivity and statistics, and timely reporting to management. Ensures service standards and Service Level Agreements (SLA) are met for internal and external customers. Responsible for safeguarding Company physical and intellectual property; executes practices and enforces global records management policies, knowledge, and understanding concepts, best practices, etc. Identifies suitable areas for strategic improvement, develops plans to initiate improvements, coordinates implementation of those plans, and monitors and report on the results. Completes all required Company trainings and compliance courses as assigned. Adheres to Company standards and maintains compliance with all policies and procedures. Performs other related duties as assigned. EDUCATION Bachelor''s degree or equivalent experience in related field. EXPERIENCE A minimum three (3) years of experience in the office administration field required. A minimum five (5) years of supervisory experience in the office administration field required. SUPERVISORY RESPONSIBILITIES This position spends the majority of the time (50% or more) achieving organization objectives, often through the coordinate achievements of subordinate staff. A portion of the time may be spent performing individual tasks related similar to those performed by direct reports, but primary duties are supervisory or organizational-goal related. Analyzes and resolves problems, determines work techniques, monitors for regulatory compliance, maintains production, interprets and creates policies, and demonstrates solid subject matter knowledge. Establishes departmental goals and objectives, functions with independence, and makes decisions on matters of significant importance. Manages human, financial, and/or physical resources; proactively assesses risk to establish systems and procedures to protect organizational assets. Exercises judgment within defined procedures and policies to determine appropriate action; develops systems to ensure subordinates adhere to policies and procedures in compliance with organizational goals and objectives. Specific supervisory duties include, but are not limited to the following: Determines and creates policies, procedures, and manuals for direct reports. Establishes objectives and goals for the team; plans, organizes, and manages work flow. Assigns, monitors, and reviews work; evaluates direct report''s performance. Recruits, interviews, trains, disciplines, and terminates direct reports. Orientates and trains direct reports. Approves time records and time off requests; submits payroll for direct reports. Investigates and resolves concerns and complaints. Provides assistance and support; maintains a positive and professional working environment. LICENSE & CERTIFICATIONS Driver''s Licenses (non-commercial) - must be state-specific. SKILLS & ABILITIES This position requires the capability to understand and follow both oral and written directions as well as knowledge and usage of correct business English and office practices. Must be able to communicate effectively with others, analyze and resolve problems, maintain effective working relationships, and interact successfully with internal and external customers. Specific skills and abilities include, but are not limited to the following: Ability to meet and exceed performance and production standards. Working knowledge in content services, image recognition, and/or records management. Knowledge of document imaging principles, mechanics, file structures, file formats, OCR, ICR, OMR & Barcode, QR Code, RFID technologies, and methodologies Proven skills with document and content management platforms. Must be able to work in both an office and warehouse environment, with the ability to operate all office and warehouse equipment. Strong attention to detail and tenacious with follow up to close out tasks, pending items, and deliverables. Highly organized with an ability to prioritize and to balance multiple tasks with accuracy. Excellent written and oral communication skills, including effective interpersonal and collaboration skills. Ability to write and implement standard operating procedures (SOP) and policies. Computer proficiency in Microsoft Word, Excel, Outlook, MS Access, PowerPoint, Visio, and Teams. Understands how to develop and implement business strategies. Ability to interpret and create policies, procedures, and manuals. Excellent customer service skills. Proficient in time management; the ability to organize and manage multiple priorities. Ability to take initiative and effectively adapt to changes. Recognizes an emergency situation and takes appropriate action. Able to establish and maintain a cooperative working relation. Ability to interpret and create spreadsheets. Able to use sound judgment; work independently, with minimal supervision. Strong analytical and problem solving skills. Able to perform a variety of duties, often changing from one task to another of a different nature, with impending deadlines and/or established timeframes. Competent in public speaking. Performs well with frequent interruptions and/or distractions. Intermediate math skills. ADDITIONAL INFORMATION Please note that Hilton Grand Vacations (HGV) acquired Diamond Resorts International (DRI) as of August 02, 2021. If you apply to work at a Diamond Resorts company you will be an applicant of a subsidiary of HGV. A transition to HGV will occur as we integrate technology, systems and branding but it will take time until our separate operating systems, employment policies and benefits are fully integrated. As a result, for a period of time, employees will receive correspondence and messaging from Diamond Resorts as well as from HGV and related entities.

Created: 2021-11-29