As an established government contractor to federal agencies, Deployed Services is committed to ensuring the services and personnel we deliver adhere to industry regulations and leading practices. With offerings that range from skilled professional services, including direct care services, to specialized facilities and logistical support, we set high standards for ourselves in all our endeavors.This job opportunity is for services to be performed under a contract with the federal government Office of Refugee Resettlement.The Records Management Supervisor holds responsibility for overseeing the entire lifecycle of the program's children's files and records, from their creation to preservation and seamless transfer to the government when required. Key duties include ensuring the accuracy and secure storage of program data and records, aligning with the guidelines set forth by the Office of Refugee Resettlement (ORR) policies and procedures, and adhering to the National Archives and Records Administration (NARA) guidelines for federal record-keeping. Essential Functions:
- Ensuring comprehensive, accurate, and up-to-date case files, as well as electronic records on children, are always kept confidential, secure, and accessible to ORR upon request
- Ensuring that all records are maintained and protected so that confidential information and data are secure and not accessed, used, or disclosed to unauthorized parties or improperly altered
- Establishing an internal file review system to periodically (once per quarter, at the minimum) review individual case files for completeness and accuracy
- Ensuring that active and closed case files will meet or exceed Federal, State, or accrediting agency record retention and management requirements
- Ensuring that electronic case file records will not be accessed outside of the United States by any entity or through any system
- Ensuring that records, both paper or electronic, are inaccessible in either oral or written form to unauthorized persons, including the public
- Ensuring that all records created during the family reunification process are uploaded into the UC Portal, as that is ORR's official database of record
- Must possess a thorough understanding of ORR's policies and procedures and (NARA) guidelines for federal record keeping
- Establishing and maintaining consistent communication with the Program Director and the Compliance Assurance team is essential to ensure compliance with federal guidelines and contractual requirements are met
- Other duties as assigned
Knowledge and Skills:
- Proficiency in Microsoft Office applications, knowledge of database management, and ability to navigate industry-standard software
- Proficient in documenting and creating processes, along with adept record-keeping skills
- Ability to work with all levels of staff and develop cross-functional relationships
- Demonstrates excellent interpersonal and communication skills
- Possesses exceptional written and verbal communication abilities
- Displays outstanding organizational skills, managing multiple projects simultaneously with meticulous attention to detail
- Ability to work flexible hours in a 24/7/365 business environment
Education and Experience:
- The minimum requirement for this position is a bachelor's degree in social work, behavioral sciences, human services, or related fields, with a preference for a master's degree
- Minimum of three (3) years' experience in a supervisory or management role
- Three (3) years of Office of Refugee Resettlement (ORR) experience, preferred
- Experience coaching, developing, and retaining employees and providing a collaborative and positive work environment
- Must be authorized to work in the U.S.
- Must be able to travel within the Continental United States (CONUS)
- Must pass a motor vehicle record check and employer and government (eQIP or eAPP) background checks after accepting a conditional offer of employment
Benefits: DS offers a competitive benefits package for SCA employees, including medical, dental and vision coverage covered in part by federal health and welfare benefit AAP/EEO StatementDeployed Services, LLC is an Equal Opportunity and Affirmative Action Employer and prohibits discrimination and harassment of any type on the basis of actual or perceived race, color, national origin, ancestry, sex (including pregnancy, childbirth, breastfeeding and medical conditions related to pregnancy, childbirth or breastfeeding), gender, gender identity, and gender expression, religious creed, disability (mental and physical) including HIV and AIDS, medical condition (cancer and genetic characteristics ), genetic information, age, marital status, civil union status, sexual orientation, military and veteran status, denial of family and medical care leave, arrest record and/or any other characteristic(s) protected by federal, state or local law. This policy applies to all terms of employment including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, training, compensation, benefits, employee activities, and general treatment during employment.Other DutiesPlease note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time, with or without notice.Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of their job.Equal Opportunity Employer/Protected Veterans/Individuals with DisabilitiesThe contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR 60-1.35(c)