EDMS Shift Operations Supervisor, Records Management Supervisor 2

The Oregon Department of Human Services is proud to be an Equal Opportunity Employer. We are guided by our Equity North Star and our vision for a positive RiSE organizational culture that advances equity and diversity. We encourage applications from members of historically underrepresented racial/ethnic groups, women, individuals with disabilities, veterans, LGBTQIA2S+ community members, and others to help us achieve our vision of a diverse and inclusive community.

Opportunity Awaits!
We’re seeking a collaborative and forward‑thinking leader dedicated to cultivating a diverse, skilled, and inclusive workforce where every individual feels welcome, appreciated, and valued for their unique contributions. As the EDMS Shift Operations Supervisor (Records Management Supervisor 2), you will guide and oversee the daily operations of a team responsible for supporting the Electronic Document Management System (EDMS) and the IRMS Records Management systems for ODHS and OHA. In this role, you will provide leadership, coordination, and training while ensuring EDMS operations and system initiatives align with broader enterprise strategies. If this role matches your skills and career aspirations, we invite you to apply and join our team!

Summary of Duties

As a EDMS Shift Operations Supervisor, you will:

• Monitor and manage incoming workloads for IRMS-supported programs, ensuring efficient workflow and timely completion of tasks.

• Coordinate with ODHS and OHA programs to align business processes, set priorities, distribute work, and review progress to meet established deadlines.

• Track performance data, evaluate team and individual results, and collaborate with IRMS leadership to improve accuracy, cycle time, and customer service.

• Lead team meetings, compile and analyze EDMS key performance indicators, and produce clear and timely reports for various audiences.

• Assess staffing needs, develop staffing plans, maintain supply and equipment inventories, and ensure adequate coverage and skill levels for each shift.

• Represent IRMS at ODHS/OHA meetings and serve as a liaison with staff, vendors, and partners.

• Maintain expert knowledge of EDMS and records systems (such as Kofax Total Agility, Laserfiche, and MMIS) to support operations and training.

• Participate in on-site incident response activities under the FEMA ICS 100/200 framework.

• Interview candidates, recommend hires, and supervise employees through coaching, guidance, performance evaluations, workload assignment, and adherence to policies and collective bargaining agreements.

• Establish work schedules, manage overtime, approve leave, and verify timesheets for accuracy.

• Promote a diverse and inclusive environment and model ODHS RiSE values in all leadership and service-delivery practices.

• Coordinate with partners on training initiatives and provide training for staff, including developing learning materials in multiple formats to meet diverse learning needs.

• Participate in or deliver training and documentation related to new systems or business process changes.

Minimum Qualifications

• Four Years of lead work, supervision, or progressively related experience; OR one year of related experience and a Bachelor’s degree in a related field.

• A Cover Letter is required.

Essential Attributes

We are looking for candidates with:

• Leadership and Supervision: Proven experience providing general supervision to technical, paraprofessional, clerical, or lower‑level supervisory staff. Skilled in coordinating daily work activities, setting priorities, monitoring workload, and ensuring timely completion of tasks.  Demonstrated servant leadership traits that show care for others and support the needs of the team.

• Records Management Expertise: Strong understanding of records creation, maintenance, inventory, retention, and disposition practices. Ability to oversee the full lifecycle of records in accordance with established policies, procedures, and regulatory requirements.

• Collaboration and Inclusion: Demonstrated ability to work respectfully and effectively with individuals and teams from diverse backgrounds, cultures, and perspectives. Committed to fostering an inclusive and equitable work environment.

• Operational Oversight: Proven experience managing day‑to‑day operations within well‑defined procedures and guidelines. Ability to maintain consistency, accuracy, and compliance while working within established scope and objectives.

• Training and Development: Ability to train staff on processes, systems, and best practices related to records management, documentation standards, and workflow methods.  Ability to motivate teams while creating chances for each person to grow and develop.

• Decision‑Making and Problem Solving: Skilled in resolving routine operational issues using established guidelines. Capable of identifying process gaps and recommending improvements within the scope of authority.

• Communication and Consultation: Effective at providing clear guidance, consultation, and support to staff and internal partners. Strong verbal and written communication skills.

• Attention to Detail: Strong focus on accuracy, organization, and quality control when overseeing records, documentation, and staff work products.

Attention all candidates!  A cover letter no more than two pages is required for consideration.

We are seeking leaders who empower and develop their teams. In your cover letter, please address both of the following:

• 1) Describe a time when you delegated critical decision-making or encouraged independent problem‑solving among team members.

• 2) Explain how you meet the essential attributes for this position.

Applications that do not include a cover letter addressing items 1 and 2 will not be considered. We strongly encourage you to include the required cover letter.

• Your cover letter, along with your detailed work and education history, will help us determine whether you move forward in the selection process. We look forward to learning more about you and your background!

• Please make sure your application materials, resume and job history, are clearly outlined as this information will be used to determine your starting salary range. If you are selected as the final candidate and a degree is listed as a minimum qualification for the position, please be prepared to provide verification of your completed education before moving forward in the hiring process. Note: Your resume and cover letter may be uploaded in the Resume/CV field on the online application.

• The use of outside resources such as Artificial Intelligence software during applicant skill assessments, examinations, and/or interviews is prohibited unless otherwise stated by the hiring agency. Unauthorized use of outside resources during the hiring process will result in disqualification.

• The State of Oregon does not request or require your age, date of birth, attendance or graduation dates from an educational institution during the application process.

Working Conditions

• The regular work schedule for this position is Monday through Friday, 8:30 a.m. to 5:30 p.m. However, this schedule is flexible and may be adjusted based on business needs within the operational hours of 6:00 a.m. to 6:00 p.m. As IRMS needs evolve, the position may be required to work alternative schedules. At times, temporary schedule changes may occur with short notice due to unforeseen circumstances.

• This position is eligible for hybrid work, with some duties performed both remotely and at the IRMS office, but the majority of duties are onsite. Hybrid scheduling for supervisors is based on an equitable rotation among peers, the availability of appropriate tasks, and confirmation that required daily onsite incident response supervisor coverage is maintained.

• Hybrid work schedules may change as business needs evolve. The work environment can be high‑pressure due to a heavy workload and short deadlines. When working onsite in the IRMS office, the position may be in an open‑plan workspace and use standard office equipment such as computers, printers, letter openers, and scanners.

• You may occasionally be required to work in office environments where service animals are present. The position may also involve occasional overnight travel for meetings, conferences, or training. Frequent online and virtual meetings are required. Exposure to these conditions may occur daily, weekly, or monthly, depending on workload, equipment, staffing, and operational needs.

Background Checks and Requirements

• If selected as a finalist, we will conduct a criminal history and background check. Adverse criminal history or background check may lead to disqualification. Additional background check information.

• The Oregon Department of Human Services does not offer visa sponsorship. Within three days of hire, you will be required to complete the US Department of Homeland Security’s I-9 form confirming authorization to work in the United States. ODHS will use E-Verify to confirm that you are authorized to work in the United States.

• Must maintain a Criminal Justice Information Systems (CJIS) clearance at all times during employment with IRMS.

• If selected as a finalist, you will be required to complete the FEMA ICS 100 and 200 training and obtain certification within six months.

Benefits

• ODHS Employee Resource Group communities that promote shared learning.

• Cost of Living Adjustments.

• Annual salary increases (until you reach the top of the listed salary range).

• Amazing benefits package.

• Possible eligibility for the Public Service Loan Forgiveness Program.

Employment Preference

Veterans’ preference:

• Veterans’ preference information.

• How to submit your Veteran documents for preference. Please do not attach your Veterans’ preference documentation in the Resume/CV field of your application.

• NOTE:  Effective, January 1, 2026, current and former servicemembers of the Oregon National Guard are eligible for preference in public employment, who meet the qualifications of the position. For more information, please visit, https://www.oregon.gov/jobs/Pages/Veterans.aspx

General Information

• This is a permanent, full-time position and is a Management Service, Supervisory position and is not represented by a union.  

• This recruitment may be used to fill future vacancies in the same classification.

Contact Information

• We invite you to contact the recruiter for accommodation requests under the Americans with Disabilities Act (ADA), application questions or job-specific questions.

• The recruiter for this position is Nora Leyva Esquivel. If you contact the recruiter, please include the job requisition number: REQ-196315.

• Email: Nora.L.LEYVA-ESQUIVEL@odhs.oregon.gov

• Phone (call or text): 503-269-4222