Forms and Records Supervisor, Records Retention, South Bend, IN

POSITION SUMMARY

Responsible for ensuring proper storage, access, and destruction of the Corporation's records and for purchasing, warehousing, and distributing all required forms necessary for organizational purposes.

ESSENTIAL REQUIREMENTS

Maintains a records database and storage policy that insures against loss of records and provides for return of records to originator within 48 hours.

Ensures proper storage, access, and destruction of the Corporation's (company) records as directed by applicable federal, state associations or organization record retention policies.

Establishes and implements record storage and retention policies that comply with applicable regulations while minimizing costs to the organization.

Solicits bids, analyzes quotations received, and selects or recommends purchases to Purchasing Manager.

Interviews vendors and major suppliers to evaluate product capabilities, negotiates terms of agreement with the vendors and monitors contract terms to ensure compliance with agreement.

Advises others within the company regarding prices, availability, and substitutions.

Keeps informed of the latest developments in the printing industry.

Maintains proper inventory levels of all required forms and filling requisitions accurately and on a timely basis.

Initiates regular review of forms to ensure compliance with regulatory requirements.

Assists the Purchasing Manager with administrative functions for the group.

Generates month-end reports and provides to the Purchasing Manager.

Exercises the usual authority of a supervisor concerning staffing, performance appraisals, promotions, salary recommendations, and terminations. Approves weekly timesheet as well as time off requests from staff.

Ensures maintenance on company vehicle is up to date.

Must have valid driver's license.

Maintains current knowledge of applicable federal, state and association policies to avoid a conflict with company policies.

Regular and predictable attendance is an essential requirement of the position.

Compliance training for your position must be completed each year.

Must understand all applicable banking laws and regulations that apply to the position and complies with the requirements.

NON-ESSENTIAL FUNCTIONS

Performs all other duties as assigned.

EXPERIENCE/SKILLS

• One (1) - two (2) years' experience or equivalent experience in a related field preferred.
• Must be able to operate a forklift picker or obtain certification within 30 days of the start of employment.
• Proficient in spreadsheet applications.
• Self-starter, good organization.
• Ability to handle multiple tasks in a fast-paced environment.
• Good written and verbal communication skills.

EDUCATION

Bachelor's Degree preferred; concentration in business preferred.

TRAVEL REQUIREMENTS

Ability to travel to all locations as well as ability to travel overnight, as needed for meetings, projects, seminars, etc.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals to perform the essential functions.

While performing the duties of this job, the employee is required to sit, stand, and walk; lift, push and pull objects over 40 pounds, handles, or works with heavy equipment 10% of the time; use hands and fingers to operate keyboard and other office equipment; reach with hands and arms; and talk or hear. The employee is occasionally required to stoop or kneel.

EQUIPMENT

MS Office PC, fax, phone, standard office equipment and heavy equipment.