Enterprise Content Management Supervisor

Job Summary

The Enterprise Content Management Supervisor supervises the ECM workflow team which maintains records and workflows for all TRS records and focuses on ensuring the integrity, confidentiality, and security of the System’s records.

The ECM Department is responsible for the System’s historical and day forward records. Under the supervision of the ECM Manager, the ­­­­­­­ ECM Supervisor manages a team of ECM Analysts and an Office Associate.  The position plans ECM department projects, set priorities, monitors the team, and identifies opportunities for efficiency and improvement in processes and technology. This includes ensuring incoming electronic records are routed to the appropriate departments for timely processing.

This position provides system training and support to the ECM Analysts and Office Associate. In addition, this position assists the ECM Manager with the planning, implementation and management of the System’s departmental records and workflows. This position is a key contributor to the System’s efficiency in record processing. This position is responsible for assigning and reviewing subordinates’ work, approving time, mentoring staff, and conducting performance appraisals, effectively recommending, and imposing disciplinary action and handling employee concerns.  The incumbent also performs administrative and managerial tasks including but not limited to compiling statistics, initiating research projects to maintain current addresses and correct social security numbers for active and inactive members.

The incumbent establishes key performance indicators (KPIs), monitors team performance, and reports on performance.  Makes recommendations for process improvement, system and software upgrades and enhancements.

A high degree of initiative and resourcefulness in the development and completion of work projects is essential.  The incumbent must display proficient problem-solving skills to troubleshoot issues with the System’s electronic records and workflows.  The incumbent must be able to maintain good working relationships across TRS and

 assume a leadership role to provide guidance, assistance, and training to the ECM team.  The incumbent must be able to communicate effectively both verbally and in writing. The incumbent works independently with limited supervision.

Essential Functions

• With limited supervision, plan, direct, supervise and monitor activities and work product of assigned staff through developing, coordinating, and monitoring work schedules; prioritizing, initiating, and implementing projects and evaluating departmental workflow.
• Assist with training staff in the specialized application of record imaging software, record preparation, and the retrieval of records in various formats. 
• Management of staff including mentoring, goal setting, and performance evaluations.

• Oversee daily operations of the ECM Analysts and Office Associate. Ensure accuracy of data entry and timeliness of the processing of documents in the imaging workflows.

• Ensure staff actively responds to queries from other departments.
• Responsible for the staff accuracy of data entry and timeliness of the processing of documents in the imaging workflows. 

• Provide resource information, recommend, monitor, and ensure compliance with statutes, rules, policies, procedures, and internal controls to ECM Analysts and Office Associate.
• Ensure coverage of the front desk to welcome visitors and follow visitor protocol.

• Plan, coordinate, and supervise special research projects on member addresses, social security numbers and other data as required by System needs.
• Reviews the merger of duplicate accounts in the Pension Administration system. 
• Assist with department workload as needed.
• Plan and conduct weekly huddles with the ECM department. 
• Assist ECM Department Manager with compiling department statistics. 
• Perform other duties required or assigned.

Knowledge, Skills and Abilities

• Performs work independently with minimal supervision                                                                                      
• Ability to lead/manage others                                                                                                                                         
• Ability to inspire and develop staff                                                                                                                
• Demonstrated written and verbal communication skills                                                                                        
• Maintains composure under pressure   

Minimum Requirements

• Requires bachelor’s degree or five (5) years of progressive experience in lieu of a degree.
• Five (5) years’ experience in public pension fund operations.
• One (1) year in a supervisory or team lead/senior role.
• Experience working with ECM software, workflows, metadata, and form templates.
• Experience working with Microsoft Office including Word, Excel, Outlook, and Teams.
• Experience working with public pension fund record retention policies preferred.