Records Supervisor

About Us:

Opensity Solutions is the largest tech‑enabled managed services organization serving leading law firms, financial institutions and professional services firms. At Opensity, we provide integrated operational platforms, automation and advisory services that enable clients to modernize operating models, reduce cost and accelerate growth. Our capabilities include IT and technology solutions, document processing and administrative support, marketing and communications, billing and AP/AR services, records and information governance, workflow automation, consulting and hospitality and facilities services.

Our Mission:

Our mission is to provide modernized technology platforms, elevated technology support, and valuable insights, empowering our clients to excel in what they do best.

Job Description

The Records Supervisor is responsible for overseeing the efficient management, organization, and maintenance of records and information within the organization. The primary role is to ensure that all records are accurately filed, classified, and stored following established procedures and compliance standards. Lead a team of records clerks and collaborate with various departments to ensure proper document retention, retrieval, and disposal, as well as adherence to data protection and privacy regulations. This role currently leads a team of 3 people and reports to the Records Manager and National Client Relations Manager.

Job Description

• Develop and implement effective records management policies and procedures to ensure consistent practices throughout the organization.
• Monitor and oversee the organization's records management system, ensuring its functionality, reliability, and continuous improvement.
• Stay updated on industry best practices and technological advancements to optimize records management processes.
• Lead and supervise a team of records clerks, providing clear guidance, direction, and support.
• Assign tasks and responsibilities based on team members' skills and workload, ensuring efficient and timely completion of records-related activities.

• Conduct regular training sessions to enhance the team's records management knowledge and skills.
• Establish and maintain a comprehensive and consistent classification and indexing system for records.

• Implement standardized procedures to categorize records accurately, making them easily retrievable and accessible to authorized personnel.
• Ensure that records are appropriately labeled and metadata is captured for efficient search and retrieval.
• Manage both physical and digital record storage facilities, ensuring proper organization, security, and accessibility.
• Implement controls to safeguard sensitive records and prevent unauthorized access or loss.

• Oversee the retrieval process, assisting staff in locating and accessing the required records promptly.
• Stay informed about data protection, privacy, and record retention regulations, and ensure the organization's compliance with these requirements.
• Develop and enforce records disposal schedules to comply with legal and regulatory mandates, minimizing risks and liability.

• Collaborate with legal and compliance teams to address records-related issues and implement necessary changes.
• Conduct regular audits of the records management system to assess the accuracy, completeness, and compliance of records.
• Implement corrective measures and improvements based on audit findings to maintain data integrity and minimize errors.

• Foster a culture of quality and attention to detail within the records management team.
• Actively participate in training programs, including the utilization of the Cornerstone platform, to enhance your knowledge and skills in the role of a Records Supervisor.

Position Requirements

• High school diploma or equivalent,
• 2-3 years of experience
• Ability to understand client inquiries and provide effective responses
• Experience in using Microsoft Office products and applications
• Understands the importance of delivering added value to clients
• Team player who can keep a positive attitude, motivate peers, and build relationships
• Ability to maintain confidentiality and security of any client information
• Displays a pleasant and cheerful disposition at all times
• Ability to lift or move 40 lbs. or greater
• Ability to grasp, lift or carry packages on a standard wheeled cart with a load capacity of 75 lbs.
• Ability to walk, bend, kneel, stand or sit for an extended period of time

Competencies

• Client first mentality
• Demonstrates accuracy and attention to detail
• Detail orientated with the ability to multitask and work in a fast-paced high energy environment where priorities are constantly changing
• Solid decision-making skills within the scope of the position
• Ability to meet deadlines and work under pressure
• Good verbal and written communication skills
• Ability to use technology
• Prioritizing, flexibility, adaptability

The Compensation range for this role is {Input Pay Range per the below instructions} USD per hour and may be eligible for an annual bonus. Actual compensation within that range will be dependent upon the individual's location, skills, experience and qualifications.

All eligible employees receive access to a comprehensive benefits package, including:

Medical insurance

Dental insurance

Vision insurance

401(k) retirement plan

Paid Time Off (PTO)

Opensity is committed to fostering an inclusive, equitable, and accessible workplace. We believe diverse perspectives strengthen our teams and the work we do for our clients. 

Opensity provides equal employment opportunities to all applicants and employees and does not discriminate on the basis of race, colour, religion or creed, sex, sexual orientation, gender identity or expression, age, national or ethnic origin, ancestry, citizenship, disability, family status, marital status, source of income, record of offences, or any other characteristic protected under applicable federal or provincial human rights legislation. 

We are committed to fair and barrier free recruitment, selection, and employment practices, and to providing reasonable accommodation throughout the hiring process and employment lifecycle, in accordance with applicable human rights legislation. 

Candidates who require accommodation during any stage of the recruitment process are encouraged to advise our Talent team so appropriate support can be provided.