Documentation Supervisor jobs in Virginia

Reports to: Special Project Manager

Position Summary

The United Association National Pension Fund, located in Alexandria, Virginia, seeks a dynamic and organized Mail and Documentation Service Supervisor to efficiently oversee the day-to-day operations of the Documentation Services Department. This critical position involves supervising a team responsible for sorting, distributing, and processing incoming and outgoing mail, overseeing scanning and imaging workflows, reception management,
managing the procurement, overseeing usage, and handling the financial aspects of office supplies, and collaborating with other department stakeholders and staff to identify areas of advancement and drive workflow improvements. The ideal candidate should possess strong leadership skills, effective supervisory techniques, and the ability to navigate diverse and multiple priorities.

The United Association National Pension Fund (UANPF), founded in 1968, is one of the largest multi-employer defined benefit pension funds. With over $6.3 billion in plan assets, We are responsible for administering retirement benefits nationwide for over 160,000 hardworking members of the United Association National Pension Fund and their families.

If you are a results-driven professional with a passion for process optimization and team leadership, we invite you to apply and contribute to our continued success. We would love to have you as a part of our team.

For further information about the Fund and its initiatives, we invite you to explore our website at https://uanpf.org/.

Core Competencies

• An experienced individual showcasing practical leadership abilities, a hands-on managerial approach, sound judgment, and a robust work ethic.
• Proficient in decision-making and organizational skills, adept at maximizing available resources to address multiple priorities efficiently.
• Skilled in project management, with the ability to multitask and prioritize effectively to meet deadlines.
• Exceptional interpersonal and communication skills, enabling effective interaction with staff across all organizational levels, external professionals, participants, and service providers.
• Highly organized individual with a motivational influence on others.
• Flexible team player capable of effective leadership and support for managerial and individual contributor roles.
• Resourceful self-starter with a demonstrated ability to motivate and uphold accountability for oneself and the team.
• Excellent time management of oneself and department obligations.
• Consistently demonstrates honesty, integrity, and professionalism.
• Demonstrate a desire to lead the team with a balance of empathy and accountability, fostering a supportive work environment while maintaining high-performance standards.
• Be invested in the department's growth and the overall organization's commitment and obligation to meet responsibilities and obligations to participants, employers, local unions, and internal clients in a timely manner.

• Project Management Skills: Adept at project management, with the ability to multitask and prioritize effectively to meet deadlines consistently.
• Collaborative team member responsible for task review and ensuring cross-training to achieve the timely completion of all departmental activities.
• Change Management Advocate: The ideal candidate will need to be a change management advocate, embracing and leading the team through organizational changes with a positive and adaptable mindset.

Responsibilities

• Provides leadership to cultivate a positive work environment, balancing empathy and accountability.
• Conducts routine one-on-one meetings, team meetings, and annual performance evaluations.
• Invests in training and development of employees.
• Supervises daily departmental operations, suggesting workflow and procedural improvements to the Fund Administrative Team, department stakeholders, and staff.
• Evaluate and optimize inter-departmental and intra-departmental procedures and workflows for expeditious data and task routing to relevant departments and individuals.
• Manages office supply ordering, including general supplies, mailing materials, and printed forms.
• Ensures timely processing and mailing of correspondence and documents in accordance with established procedures and deadlines.
• Identifies opportunities for quality control procedures on a routine and ad-hoc basis.
• Conducts quality assurance control reviews to ensure adherence to established metrics and workflow procedures.
• Develops objectives and key metrics to report on procedural efficiency and assess employee performance.

Procedural Documentation:

• Creates procedural documents relevant to departmental operations.
• Coordinates maintenance of imaging and mailing equipment, overseeing related lease agreements.

Financial Management:

• Develops and maintains the department's operating budget.
• Monitors postage, shipping, and supply expenditures to ensure responsible spending.

Records Management:

• Administers and upholds the organization's records management program for hardcopy and electronic data.
• Oversees the maintenance, storage, and transition of records on-site and off-site.
• Develops audit schedules to monitor on-site and off-site storage and security of records.
• Collaborates with vendors, couriers, record storage, and mailing facilities.

Communication and Conflict Resolution:

• Provides clear communication with internal and external stakeholders.
• Resolves conflicts promptly and constructively.
• Mediates disputes and facilitates collaborative resolutions.
• Collaboratively sets clear and achievable goals, regularly assessing progress and adjusting as needed.

Confidentially Agreement

All information about the Fund Office, its clients, personnel, functional and financial operations is proprietary and to be held in strict confidence. Such information is not to be discussed with persons outside the office under any circumstances and should not be discussed with persons inside the office except on a need-to-know basis.

Probationary Period

For the initial 90 days of employment, the Documentation Services Supervisor must work full-time and daily at our Alexandria, VA office.

Salary and Compensation

This position offers a competitive salary and a comprehensive benefits package 100% funded by the employer.

• College degree preferred or equivalent work experience with three or more years of proven experience in a supervisory role within mail and documentation services or related fields.
• Strong organizational and leadership skills with a focus on process improvement.
• Excellent communication skills to liaise with internal departments and external stakeholders.
• Knowledge of mailroom technology and document management systems is a plus.
• Detail-oriented with a commitment to maintaining high-quality standards.