Electronic Document Management (EDM) Supervisor (Onsite)

Under administrative direction, the Electronic Document Management (EDM) Supervisor plans, directs, organizes, and controls activities related to the operational functions of the document archiving group to ensure quality service.   

 

About Frontwave Credit Union:

Frontwave Credit Union is a member-owned not-for-profit financial institution serving San Diego, Riverside, and San Bernardino counties. Founded in 1952, we have grown to 13 branches with 120,000 members and manage over a billion in assets. At Frontwave Credit Union, we are focused on creating consumer solutions to provide our members and the communities we serve with products and services that enhance the quality of life for our members through exceptional service and the progressive application of technology.

 

What’s In It For You:
Competitive pay, 401k matching, mortgage and auto discounts.
9-27 days of PTO per year (based on tenure) and 10 paid holidays.
Affordable medical, dental, vision health plans, and Flexible Spending Account.
Employee Assistance Program with a variety of services.
Career development, training, and coaching, mentoring; tuition reimbursement up to $4,000/year.
Culture of excellence and continuous improvement.
We strive to be the best place you’ve ever worked!

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Includes the following non-inclusive list. Other duties may be assigned. All duties are to be performed in compliance with applicable laws, regulations and Credit Union policies and procedures.

 

GUIDES, DIRECTS, AND SUPERVISES ACTIVITIES WITHIN THE ELECTRONIC DOCUMENT MANAGMENT DEPARTMENT:

• Implements Credit Union policies/procedures for the department.
• Formulates recommendations concerning department procedures and controls.
• Ensures compliance of security procedures and policies.
• Complies and analyzes operating reports for IT management.
• Monitors work volume to maintain high level of productivity.
• Ensures adequate coverage of personnel during peak hours.
• Conveys and instills a high level of quality member service to staff.
• Performs and carries out the duties of all department positions on an as needed basis.

 

RESPONSIBLE FOR THE EMPLOYMENT, COUNSELING, EVALUATION, TRAINING, MOTIVATION, AND DISCIPLINE OF ASSIGNED PERSONNEL:

• Supervises staff in accordance with credit union policies and applicable laws.
• Schedules, prepares, and participates in employment interviews and recommends personnel for hire following standard hiring procedures.
• Provides input for performance evaluations in a timely manner.
• Monitors, maintains, and documents accurate records for hours worked, overtime hours, and time off.
• Reviews, approves, and submits time sheets biweekly for payroll processing
• Organizes, prepares, and conducts training sessions on document archiving functions.
• Motivates staff using incentives, themes, and promotional methods.
• Coaches staff through verbal or written communication.
• Assigns duties and organizes cross-training of jobs.
• Acts as a liaison with staff members to resolve conflicts.

 

SERVES AS THE ONBASE SYSTEM ADMINISTRATOR:

• Functions as a point of contact for all matters related to OnBase
• Ensures that the import processes (COLD, DIP & Document Imaging) are functioning without issue on a daily basis.
• Manages document index error correction.
• Develops retrieval methods (cross-references, custom queries, etc.) based on user needs.
• Reviews documents that have been marked for deletion and restore or delete them.
• Verifies that scheduled processes and events are occurring without errors.
• Creates & maintains all forms for Credit Union usage
• Creates an OnBase performance baseline.
• Monitors OnBase objects for modifications.
• Reviews processing & performance reports.
• Determines the results of regular maintenance and administration tasks
• Identifies additional areas in the organization that can benefit from the existing solutions
• Designs a test plan for use when upgrading to determine the impact of the overall system.
• Designs, implements, and regularly tests a comprehensive OnBase disaster recovery plan.
• Monitors activity to determine and accommodate high activity windows.

 

Data Storage:

• Creates OnBase data storage disk groups that meet an organization’s access and retention needs.
• Identifies the traits of documents that are stored in a disk groups and which disk group should be chosen when creating new documents.
• Creates and verifies redundant storage copies.
• Periodically validates historical storage copies.

 

 

Security:

• Creates and maintains user accounts.
• Analyzes audit reports for anomalies and compliance issues.
• Designs user template groups to apply to new & existing users.
• Determines the appropriate rights and privileges for OnBase –specific roles, such as user account administrator. Develops user groups accordingl

 

Troubleshooting:

• Creates an issue resolution document on those functions that constitute a high percentage of help desk requests.
• Generates and reviews OnBase logs for error events.
• Develops basic OnBase troubleshooting techniques to isolate issues.
• Creates and maintains testing environment for issue resolution.
• Crafts a troubleshooting document for use by help desk & power users.
• Provides appropriate information regarding issues that need to be escalated to first line of support.

 

Training:

• Develops a proficiency level that OnBase users should regularly maintain.
• Creates a training program for OnBase user roles.
• Provides continuing education for users on modified, new and upgraded solutions.
• Creates organization-specific materials to support end-users’ typical functions.

 

Processes:

• Develops & utilizes the Workflow processes that would streamline department’s workloads.
• Incorporates Wycom products with OnBase.
• Develops & utilizes the Info-Capture process to automatic archiving of documents
• Ensures OnBase Business Continuity documents are kept up to date.

 

 

SUPERVISORY RESPONSIBILITIES:

Supervises a total of up to five employees in the department. 

Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws.

 

EDUCATION and/or EXPERIENCE:

High School diploma required. Minimum 2 years OnBase administration experience. 

Hyland Administrator certification preferred.

Financial institution experience desired.

 

Salary Range: $38.01/hr - $57.01/hr

 
 

When joining Frontwave Credit Union, you can expect to be a part of a workforce committed to the following Service Excellence standards:

• We see it. We own it. We get it done.
• We ignite positive experiences.
• We do things right every time.
• We are collaborators - united, cohesive and engaged
• We innovate and evolve.
• We create memorable experiences for life.
• We starts with me.