Summary
Overview
Work History
Education
Skills
Timeline
Generic

Divia Aldama

Phoenix,AZ

Summary

Dynamic Closed Records & Warehouse Manager at Arizona Department of Child Safety, recognized for enhancing productivity and achieving a 98% success rate in locating records. Proficient in records management and compliance enforcement, I excel in team supervision and problem-solving, driving process improvements that significantly reduced turnaround times.

Overview

26
26
years of professional experience

Work History

Closed Records & Warehouse Manager

Arizona Department of Child Safety
02.2016 - Current
  • Supervise the statewide-centralized closed records unit consisting of eight staff serving over 3,000 customers across the five regions of the state.
  • Manage centralized warehouse containing over 5,000 boxes of agency records, forms, files, inventory and surplus items.
  • Developed and establish standards and procedures for records submission, retention and disposal.
  • Ensure that records retention schedule and policy is being followed by educating and training the field staff.
  • Train closed records staff in records management, warehouse duties and customer service.
  • Work with Arizona State Library and Archives to ensure that agency abides by state policy and procedures on retention schedules.
  • Creating and Implementing New Policies and Procedures to Increase Productivity and improved turnaround from 3 days to 24 hours or less for closed records requests.
  • Record fixed asset acquisitions and dispositions in AFIS (Arizona Financial Information System).
  • Participate in establishing a new retention schedule with Policy Unit to streamline needs of the Agency.
  • Participated in a select group with colleagues to learn a new information system so that I could offer guide.
  • Work closely with graphics and policy unit to ensure that forms are up to date and supplied to field offices.
  • Prepares monthly metric reports used to manage productivity and performance of the unit.
  • Led innovative program development to streamline statewide procedures for closed records, interpreting statutory and rules to improve location success rate from 65% to 98%.
  • Developed and implemented policies and procedures as a member of the Management Team, creating a statewide procedure guide and desk aide that is now used throughout the agency.
  • Directed, trained, and evaluated staff, mentoring several employees that have promoted throughout the agency.
  • Authored analytical, financial, and narrative reports for the Program Administrator, providing insights on trends and strategic activities.
  • Managed a complex project to consolidate case files, working with a Management Team to create work plans and timelines and ensure compliance with federal and state requirements.
  • Worked well under pressure and demonstrated sound judgment during non-compliance order, prioritizing tasks to ensure we were able to provide for our customers and while upholding our task actions of the project was completed on time.
  • Analyzed complex problems and displayed sound judgment by leveraging professional relationships to locate 'unfound' files for CRCU.
  • Developed strategies to optimize workflow processes in order to maximize productivity.
  • Conducted regular audits of warehouse operations to identify areas of improvement.
  • Analyzed data from production reports to identify trends or opportunities for improvement.
  • Monitored staff performance, identified areas for improvement, and provided training as needed.
  • Organized regular cycle counts of physical inventory to ensure accuracy of system data.
  • Hired, trained and motivated warehouse staff to meet tight schedules and demanding performance targets.
  • Increased productivity through cross-training and thorough training of both current employees and new hires.
  • Processed requests and supply orders and pulled materials to successfully prepare orders.
  • Coordinated cross-training programs for warehouse staff to ensure flexibility and coverage.
  • Managed the disposal of surplus, damaged, or obsolete inventory in accordance with company policies.
  • Facilitated team meetings to communicate goals, updates, and solicit feedback for continuous improvement.
  • Managed day-to-day logistics operations, monitoring incoming deliveries and overseeing personnel tasks.
  • Implemented on-the-job training activities to cross-train employees on various tasks.

Closed Records & Warehouse Supervisor

Arizona Department of Child Safety
06.2015 - 02.2016
  • Supervise the statewide-centralized closed records unit consisting of five staff serving over 3,000 customers across the five regions of the state.
  • Manage centralized warehouse containing over 5,000 boxes of agency records, forms, files, inventory and surplus items.
  • Developed and establish standards and procedures for records submission, retention and disposal.
  • Ensure that records retention schedule and policy is being followed by educating and training the field staff.
  • Train closed records staff in records management, warehouse duties and customer service.
  • Work with Arizona State Library and Archives to ensure that agency abides by state policy and procedures on retention schedules.
  • Participate in establishing a new retention schedule with Policy Unit to streamline needs of the Agency.
  • Work closely with graphics and policy unit to ensure that forms are up to date and supplied to field offices.
  • Prepares monthly metric reports used to manage productivity and performance of the unit.

Case aide II

Arizona Department of Economic Security
06.2010 - 06.2015
  • Provide case management assistance to ongoing unit.
  • Transport and supervise visits between children and parents.
  • Provide one-on-one to parents while supervising visits.
  • Create and enter detailed case notes of supervised visits.
  • Provide community resources to parents and foster parents.
  • Provide clerical support to office when needed.

Administrative Assistant

Arizona Department of Economic Security
06.2006 - 06.2010
  • Distribute confidential correspondence.
  • Reviews and submits timesheets for multiple units.
  • Answer multi-line telephone, maintaining accurate messages for entire office.
  • Coordinate maintenance and repairs for office equipment and office assigned state vehicles.
  • Responsible for ordering office supplies.
  • Organize case records for case manager according to agency guidelines.
  • Keep records of cases transferred to other departments or agencies.
  • Enter case notes in CHILDS for unit case managers in regards to messages, requests made and duties completed for particular cases.
  • Request services for parents by completing agency required packet.
  • Complete redactions and copy cases for transfer.
  • Create and manage visitation calendar for entire office.
  • Organize supervised visit for the unit.
  • Within established guidelines escort and transport foster children to visits with parents.
  • Supervise parent child visitation three times a week.
  • Monitor supervised visits to ensure that biological parents are appropriate and redirect when necessary.
  • Ensure that biological parents sign and understand the agency’s visitation guidelines.
  • Coordinate home visit for families who are being reunified.
  • Create and mail monthly parent service letters for unit case managers.
  • Gather community resources that can be provided to the parents.
  • Confer with representatives of community agencies, educational institutes, and social services agencies in order to gather community resources that can be provided to parents.
  • Collected data and processed finger print information for the Department of Public Safety.

Assistant Manager

All Generations Company
06.2002 - 06.2006
  • Company Overview: Phoenix AZ
  • Assist office support staff with various duties.
  • Assisted customers in person and on the phone.
  • Monitored employees calls.
  • PR director for customer satisfaction.
  • Trained and hired new employees.
  • Numerical and Alpha filing, ten key by touch, data entry, other duties as assigned.
  • Phoenix AZ

Telemarketer

All Generations Company
10.1999 - 06.2002
  • Company Overview: Phoenix AZ
  • Customer service, Meeting and greeting customers.
  • Multi-line roll over phone systems, outbound calling, appointment setting.
  • Phoenix AZ

Education

G.E.D -

Ombudsman school
Peoria, Arizona
01.2001

Skills

  • Microsoft Office suites
  • CHILDS program
  • FMCS program
  • DES Mainframe program
  • Guardian
  • Records retention
  • Project management
  • Records organization
  • Customer relationship management
  • Compliance enforcement
  • Team supervision
  • Problem solving
  • Attention to detail
  • Process improvement
  • Document control
  • Effective communication
  • Information audits
  • Data management
  • Policy writing
  • Retention scheduling
  • Records classification
  • Physical records management
  • Document scanning
  • Professional demeanor
  • Interpersonal communication
  • Analytical thinking
  • Multitasking Abilities
  • Records management

Timeline

Closed Records & Warehouse Manager

Arizona Department of Child Safety
02.2016 - Current

Closed Records & Warehouse Supervisor

Arizona Department of Child Safety
06.2015 - 02.2016

Case aide II

Arizona Department of Economic Security
06.2010 - 06.2015

Administrative Assistant

Arizona Department of Economic Security
06.2006 - 06.2010

Assistant Manager

All Generations Company
06.2002 - 06.2006

Telemarketer

All Generations Company
10.1999 - 06.2002

G.E.D -

Ombudsman school

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Divia Aldama