DOCUMENT SERVICES SUPERVISOR

Under the general direction of the Document Services Manager, the Document Services Supervisor oversees the daily activities of the City Records Center staff, provides administrative support for departmental services and advises the Document Services Manager on development of the citywide records management program.

Supervisory

• Supervise day-to-day records center operations.
• Direct and oversee personnel on document imaging, records center inventory management, and customer service. 
• Monitor production and quality of services.
• Assist with and complete service requests.

Records Management Systems Administration

• Co-administer City Records Center information systems, including for document capture, electronic document management, physical records management, mail metering and distribution systems, and e-signature/workflow.
• Assist with user registration, management, and training.

Administrative

• Manage small-dollar and recurring purchases for the Records Center via City financial systems.
• Manage accounting and billing for external customer record requests and city departments for mail and storage services.

Records and Information Management

• Assist and advise Document Services Manager on records and information management for City departments.
• Perform records surveys and appraisals and assist with development of records retention schedules.
• Lead training of city employees on records management basics following established policies and procedures.

We welcome qualified individuals with disabilities who are interested in employment and will make reasonable accommodations during the hiring process in accordance with the Americans with Disabilities Act (ADA) of 1990, as amended by the Americans with Disabilities Act Amendments Act (ADAAA) of 2008.

• Must be physically able to lift and carry 20 pounds unassisted and exert up to 50 pounds of force occasionally.
• Must be able to perform physical activities that require sitting or standing for extended periods of time.
• Must be able to climb and carry boxes up and down ladders and place them on shelves.
• Must be able to move large carts, as well as haul and maneuver pallets of boxes.

1. Regular status as a City of Milwaukee employee, having successfully completed a probationary period for a civil service position, or status as a City of Milwaukee employee in a fixed term position.
2. Associate degree in in business administration, information management, computer science or a related field from an accredited college or university.
3. Two years of progressively responsible experience working in an office, library, or mailroom environment performing duties related to the essential functions listed above.

Equivalent combinations of education and experience may be considered.

NOTICE: Please do not attach your academic transcripts to your employment application. The hiring department will verify candidates’ education as part of the background screening process prior to extending any job offers.

• Certified Archivist (CA), Certified Records Analyst (CRA), Certified Records Manager (CRM), Information Governance Professional (IGP), or Certified Information Professional (CIP).

Technical

• Knowledge of records and information management and records retention program implementation.
• Ability to perform various data entry and quality control functions in records management and document imaging software programs.
• Ability to utilize specialized scanning equipment.
• Ability to acquire and utilize knowledge of City Records Center (CRC) collections to identify sources of information in order to locate, retrieve and fulfill records requests.
• Ability to learn operating procedures for new and/or unfamiliar information systems, software platforms, and specialized scanning and metering equipment.
• Ability to learn and effectively apply government accounting, budgetary planning, and purchasing processes, including consultation on or development of technical specifications for records-related equipment and service contracts.
• Ability to read and interpret blueprints, plans, sequences of operations, and technical specifications.
• Written communication skills, including the ability to write and prepare correspondence, policies, procedures, and reports.
• Verbal communication skills, including the ability to effectively communicate with CRC customers, CRC staff and other City of Milwaukee employees.
• Proficiency using standard software applications such as Microsoft Office and email.
• Ability to perform oversight of sensitive and highly confidential records and information requiring understanding of Health Insurance Portability and Accountability Act (HIPAA and similar records laws related to privacy and personally identifiable information.

Supervisory and Interpersonal

• Knowledge of supervisory principles and staff development methods; ability to plan, direct and supervise the work of others effectively.
• Ability to coordinate and monitor the work of five Document Technicians.
• Ability to foster an environment of inclusion wherein all employees are treated respectfully, are valued for their strengths, and feel that they can safely express themselves.
• Customer service skills to effectively interact with City managers and staff, vendors, and contractors.
• Ability to work cooperatively, effectively, and fairly with coworkers and others whose backgrounds may differ from one’s own.

Judgement, Professionalism and Confidentiality

• Ability to function productively and independently with minimal direct supervision.
• Organizational and project management skills to plan, prioritize, and complete multiple concurrent assignments in a timely manner.
• Honesty, integrity, and the ability to maintain confidentiality.
• Ability to serve as an effective custodian of City resources.

The current salary (PR 2CN) is $50,459-$58,080 annually, and the resident incentive salary for City of Milwaukee residents is $51,973-$59,823 annually. Appointment will be made in accordance with the City of Milwaukee Salary Ordinance.

THE SELECTION PROCESS will be job related and will consist of one or more of the following: an evaluation of related education, experience and accomplishments, an evaluation of written communication, interviews, and/or other assessment methods. The Department of Employee Relations and the Common Council-City Clerk reserve the right to call only the most qualified candidates to proceed in the selection process. Information from the selection process will be used to make a hiring decision. Selected candidates will be transferred and/or promoted to the position.

INITIAL FILING DATE – The selection process will be held as soon as practical after the deadline listed above. Receipt of applications may be discontinued at any time after this date without prior notice. However, recruitment may continue until the needs of the City have been met. The applicant is responsible for attending all phases of the selection process at the time and place designated by the hiring authority.

NOTE: Transfer/Promotional Opportunities and Promotional Examinations are not open to Milwaukee Public Schools employees or to the public. Only current City of Milwaukee employees and civilian personnel in MFD and MPD hired through a City Service Commission process who have successfully passed a probationary period for a Civil Service position or who have status as a City of Milwaukee employee in a fixed term position will be considered. Individuals with exempt, provisional, temporary, or emergency appointments are not eligible for transfer.

• Applications and further information may be accessed by visiting www.jobapscloud.com/MIL.
• If you would like assistance completing an application, please contact the Department of Employee Relations at (414) 286-3751 or staffinginfo@milwaukee.gov.
• The Department of Employee Relations is located at City Hall, 200 E Wells St, Room 706, Milwaukee, WI 53202

EEO Code = 104

The City of Milwaukee values and encourages diversity and is an equal opportunity employer.