Data & Document Control Manager

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Company: OnTrac
Location: Chandler, AZ

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OnTrac is hiring for the Data & Document Control Manager!
The Data & Document Control Manager manages the activities of the Data & Document Control Center – which includes the Claims, COD, Data Administration, Quality Control, Data Entry, Unclaimed Freight, and Document Archive functions.

Responsibilities:
  • Maintain and contribute to a safe work environment by adhering to policies and procedures as outlined in the Company Safety Program.
  • Directly lead 2 supervisors who are responsible for productivity, quality, process control, employee development, and financial aspects of the organization’s services.
  • Communicate with other departments, customers, and contractors via phones, e-mail and company systems in a clear, concise and professional manner to resolve escalations and issues.
  • Prepare and manage annual budget based on departmental and corporate goals and objectives.
  • Develop and implement procedures to promote effective communication, optimal information flow, and process control within the department, the OnTrac network, and with customers.
  • Troubleshoot various group functions and processes within the Data & Document Control Center and drive continuous improvement efforts for both quality and productivity.
  • Evaluate the results of overall department performance regularly and systematically reports these results to the department Director.
  • Ensure that the responsibilities, authorities, and accountability of all direct and indirect subordinates are defined and understood.
  • Serve as liaison between the Data & Document Control Center and IT Development for system enhancements requests and related projects.
  • Complete department special projects as assigned by the departmental Director.
  • Perform any other task or assignment as deemed necessary by the organization.

Knowledge, Skills, & Abilities:

This position requires:
  • Strong Leadership skills.
  • The ability to calculate figures and amounts such as discounts, interest, commissions, percentages, and other simple mathematical computations.
  • Demonstrated ability to work effectively with team/work group, motivate others to achieve and exceed department and organizational goals.
  • A high level of system and product knowledge.
  • Strong analytical skills and sound judgment.
  • Excellent oral and written communication skills.
  • Initiative and adaptability.
  • Strong ability to multi task on the computer using multiple programs and windows for extended periods of time.
  • High level of attention to detail.
  • Strong data entry / typing skills (Including 10 key) with minimal error ratio.
  • The ability to effectively present information and respond to questions both in one on one and group settings.
  • The ability to communicate and interface with internal employees and external customers.
  • The ability to read and apply common sense understanding to carry out instructions furnished in written or oral form.
  • The ability to deal with problems involving a few concrete variables in standardized situations.
  • The ability to prioritize, maintain flexibility and complete multiple tasks in a timely manner in a fast paced, multi tasked environment.
  • Tolerance for stress.
  • Basic map reading skills required.
  • Proficient in all MS Office software and custom company software.

Organizational Relationship:
  • Consults and coordinates with Senior leadership and works closely with all DDC staff, Operations and purchased transportation providers.


Work Environment:
  • While performing the duties of this job, the employee will work in an office environment.
  • The noise level is usually moderate.


Physical Demands:
  • Sit for long periods of time.
  • Type a minimum of 45+ WPM and complete data entry for several hours throughout the day.
  • This position also requires the ability to talk on the phone while typing as needed for data entry of delivery personnel POD’s.
  • Maintain effectiveness under moderately stressful situations.


Supervisory Responsibilities:
  • Manages subordinate Supervisors.
  • Responsible for the overall direction, coordination and evaluation of the units within the Department.
  • Responsibilities may include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.


Minimum Requirements:
  • College degree and five years related work experience.