Overview

Summary of Responsibilities :

Scans and indexes paper documents into the imaging system to trigger workflows for further electronic processing throughout the organization.

Prioritizes imaging functions to fulfill requests in a timely and quality manner. All documents are to be handled in accordance with departmental standards including established time service and quality standards.

Applies the correct indexing schema to each document to ensure appropriate downstream processes trigger if applicable.

Responsibilities

Distinguishes between and correctly identifies incoming correspondence for all business units and all departments. Requires mastery over unique document types and the associated workflow processes for identifying and distributing incoming correspondence.

Includes mastery of related imaging software packages.

Sorts and prioritizes incoming mail, checks and faxes into multiple departments. Prepares documents for scanning.

Scans incoming mail, checks and documents received from business units. Prioritizes incoming work for same-day processing in accordance with guidelines.

Processes requests for archived images (fiche / film) until all archived records are imaged and / or purged based on record retention requirements.

Reviews return mail (general) and makes updates to system records when applicable.

Indexes scanned documents to the correct policy file and distributes to designated workflow folder for additional electronic processing.

Ensures that images are of highest imaged quality. In cases where images are not clear, the processor will delete the image(s) and rescan.

Provides excellent customer service to internal customers. Includes answering questions related to imaged documents, rescanning or reindexing the image.

Maintains or exceeds production and quality targets.

Assists in completing audits for Quality Review as necessary.

Fosters teamwork by assisting team members in meeting designated timeframe for all documents received.

Develops and presents structured job-specific training as management directs. Includes both on-the-job training as well as the creation and periodic updating of departmental training manuals and other training materials.

Performs duties related to the administration of Company retention policy, including daily filing duties as well as periodic purging of documents for destruction.

This may include sorting work batches into boxes.

Upholds the highest level of integrity regarding compliance with all Company ethics, privacy policies and industry regulations.

Assists with preparation of indexed batches / boxes for onsite storage. May require the ability to occasionally lift and move boxes.

Performs other job duties as assigned by management.

Qualifications

Selection Criteria :

Proven experience working independently while handling high volumes, multiple duties and completing assigned tasks accurately and on a timely basis in a fast-paced environment.

Requires the ability to continuously make repetitive motions of the wrists, hands and / or fingers.

Proven experience with meeting multiple deadlines.

Demonstrated strong attention to detail with excellent organizational skills.

Demonstrated experience working effectively within a team.

Proven experience handling and effectively resolving customer problems. Must cite examples where independent decision-making and initiative were demonstrated.

Proven flexibility when faced with changes; must provide examples of grasping and initiating new concepts.

Provide examples of consistently meeting and / or exceeding productivity and quality goals.

Proven excellent verbal and written communication skills with the ability to convey information to internal and external customers in a clear, focused and concise manner while following proper rules of punctuation, grammar, diction and style.

Work Setting :

This position works in an office setting and remains frequently in a stationary position for long periods of time while working at a desk, on a computer or with other standard office equipment, or while in meetings.

This position will frequently move around the office to access file cabinets, office machinery, etc. While accessing file cabinets, this position will frequently use upper extremities to push a cart carrying files and requires the ability to reach by extending hands and / or arms in any direction.

Educational Requirements :

High school diploma.

Some college work preferred.

Computer Skills and Knowledge of Hardware & Software Required :

Working knowledge of word processing, spreadsheet and e-mail applications required.

Previous experience with a professional imaging software package preferred.

Certifications & Licenses (., Series 6 & 63, CPA, :

None required.

LOMA, CLU, or other industry designations considered a plus.

Position Demands :

Extended hours required during peak workloads or special projects.

Last updated : 2024-04-27