Policy Change Supervisor supervises a group of insurance policy change technicians to ensure that policy changes and requests are carried out according to established guidelines. Determines action on changes for which a policyholder has applied, but which are not covered by policy provisions, and computes costs or allowances for policy changes. Being a Policy Change Supervisor contacts policy owners and field agents with pertinent information that may affect a policy change. Does not have underwriting approval. Additionally, Policy Change Supervisor requires a bachelor's degree. Typically reports to a manager or head of a unit/department. The Policy Change Supervisor supervises a group of primarily para-professional level staffs. May also be a level above a supervisor within high volume administrative/ production environments. Makes day-to-day decisions within or for a group/small department. Has some authority for personnel actions. To be a Policy Change Supervisor typically requires 3-5 years experience in the related area as an individual contributor. Thorough knowledge of functional area and department processes. (Copyright 2024 Salary.com)
$69,696 to $85,560 per year. Starting salary may be between the minimum and maximum salary range provided, based on qualifications.
The Policy and Records Management Officer is responsible for arranging, describing, preserving and providing access to OHA records with long-term, historical value; recommends and performs records reformatting, indexing, and delivery solutions for permanent and inactive records; and maintains record keeping systems, including a database catalog, as well as provides reference services to OHA Divisions/Programs and the general public.
ESSENTIAL FUNCTIONS & RESPONSIBILITIES
1. Records Management
a. Manages the OHA physical archives at on-site and off-site locations and the OHA library. Assists the General Counsel’s office with the coordination of electronic records management.
b. Manages sensitive information, the content of which frequently pertains to public information. In addition to physical documentation, this also includes, but is not limited to:
c. Applies appropriate judgment, discretion, and adherence to a professional code of ethics e.g., Society of American Archivists (SAA) and Association of Records Managers and Administrators (ARMA), Hawaii state statutes, such as HRS Section 92F, HRS Chapter 487J, 487N, and 487R, in all information managed.
d. Assists the General Counsel’s office with designing, researching, documenting, updating, maintaining and ensuring compliance with OHA’s records retention schedule. This includes, but is not limited to, audit compliance, federal and state compliance, and other managerial and administrative actions. Cross references records and their associated retention period with state and federal statutes, and managerial and administrative actions.
e. Coordinates the implementation of records storage and indexing solutions. Participates in developing system work sites, electronic libraries, or other information access systems.
f. Performs, documents, updates, and maintains inventories of active and inactive record storage areas in a physical and electronic environment. This includes, but is not limited to, working with the General Counsel’s office on the definition of record types, metadata, listing of catalogs, and other components required to efficiently store, retrieve, and dispose / destroy records, both physically and electronically.
g. Ensures pertinent records are prepped, scanned, indexed and electronically stored, submitted to other parties for posting e.g., OHA website and backed- up in a current format.
h. Assists General Counsel’s office and OHA divisions and programs in implementing, maintaining and performing periodic reviews to ensure records are reformatted and backed-up when appropriate e.g., microfilm, copy photography, digital imaging; may also prepare records for reformatting, including creation of targets, in accordance with Records Management Unit, International Standards Organization (ISO) and Association for Information and Image Management (AIIM) guidelines.
i. Regularly works with records custodians. Performs quality control and compliance reviews and provides formal findings, recommendations, or work- around solutions to the General Counsel office.
j. Works with program staff to coordinate the scheduling of physical and electronic records disposition; recommends active and inactive records storage periods in accordance with federal, state, local, and other statutes, including collaborating with appropriate internal or external parties.
k. Processes records according to archival principles and standards e.g., Dublin Core Metadata Initiative, Society of American Archivists (SAA) and creates finding aids and indexes for internal and external use.
l. Preserves records by identifying endangered materials and level of conservation work needed; provides basic repair and preventive preservation for paper records. Collaborates with internal and external parties to define the historical significance of records and other materials.
m. Assists the General Counsel’s office in designing and presenting training material for OHA Trustees and staff.
n. Coordinates participation in Library of Congress’ National Union Catalog of Manuscript Collections (NUCMUC), National Inventory of Documentary Sources (NIDS) and other shared national/international systems, as they become available.
o. Maintains archival collections management information, including up-to-date shelf list inventory, transfer, and disposal/destruction records. Maintains data in MARC-based database or equivalent, utilizing data for production of electronic finding aids.
p. Assists with researching, planning, developing, and implementing short and long-range goals for the archives and records center in coordination with each division and/or program and other internal and/or external parties. This includes compliance with OHA business and work plans.
q. Drafts policies and procedures related to records management for review by General Counsel and approval by the Chief Executive Officer.
r. Assists the General Counsel’s office with contributing data for the program budget, researches new purchases, and other costs, including involvement with procurement, purchasing, and payment processes.
2. Policy Framework
a. Maintains OHA’s Policy Framework, including policy inventory, electronic site, and documents; establishes formats and communicates reminders and updated renewal schedules, assists operating units with new policies working with assigned policy stewards.
3. Other Technical Duties
a. Provides reference services to internal and external audiences by providing access, interpreting finding aids, and providing instruction on the proper handling of materials appropriate to the individual researcher’s needs. This position may be required to respond in person, by phone, e-mail or fax, and may also refer researchers to other resources.
b. Recruits, trains and supervises interns and volunteers, as needed.
c. Researches new technologies, automation, and new software and hardware for physical archives and records center, as needed.
d. Regular attendance on a daily basis is required for this position.
OTHER DUTIES/RESPONSIBILITIES
Performs other duties as assigned by Senior Legal Counsel and/or General Counsel.
MINIMUM QUALIFICATIONS
Education, Training and/or Experience
1. Graduation from an accredited college or university in archives management, library science, or a related field. Master of Arts in Library or Information Science is preferred.
2. Three (3) years of progressively responsible work experience in archives or records management programs or projects and/or information settings, and in records management and computer technology.
Knowledge, Skills and Abilities
1. Must have working knowledge of:
2. Must have demonstrated skills or ability to:
resume and cover letter to:
OFFICE OF HAWAIIAN AFFAIRS
560 N. Nimitz Highway, Suite 200
Honolulu, Hawai‘i 96817
Attention: Human Resources
Or via email: careers@oha.org
Office of Hawaiian Affairs (OHA) employees must be permanent Hawaii residents. Out-of-state applicants who are offered employment with OHA will need to relocate to Hawaii and establish permanent residency.
An Equal Opportunity Employer
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