Imaging Specialist

CLASSIFICATION: Non-Exempt

REPORTS TO: Imaging Manager

Job Description

Summary/Objective

The Imaging Specialist is responsible for preparing, scanning, indexing, and maintaining electronic records by ensuring documents are stored in the company's electronic document management systems. This role ensures the accuracy, quality, and confidentiality of scanned documents and supports efficient document management and retrieval systems. Additionally, the Imaging Specialist ensures quality control and proper indexing of documents imaged by others across the organization.

Essential Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Support the Imaging Manager in executing the operational plans set forth by the Director of Business Support and Delivery, ensuring alignment with organizational goals.
• Assist in tracking, analyzing, and reporting key performance metrics that reflect departmental effectiveness.
• Prepare physical and electronic documents for imaging (i.e. removing staples, sorting, and organizing)
• Digitize documents using high-speed scanners and imaging software.
• Index and categorize scanned documents in accordance with established procedures.
• Review and verify image quality, clarity, completeness, and proper indexing.
• Monitor systems to ensure electronic documents are transferred and indexed into the imaging system.
• Complete assigned document review workflows to ensure documents are indexed properly.
• Review reports and updated imaged document indexes, as applicable.
• Enter and retrieve data from various internal tracking systems or databases.
• Resolve routine imaging-related questions and escalate complex issues as appropriate.
• Maintain up-to-date knowledge of the company's operational policies, procedures, controls, processes, and regulatory requirements that impact the Imaging Area.
• Coordinate with departments to ensure timely and accurate image of critical records.
• Ensure all documents are scanned to the correct system location for proper retrieval.
• Assist with shredding, purging, or archiving documents post-imaging.
  
  

Other Duties

• Comply with all policies and procedures as applicable, including the Bank's BSA/AML policy.
• Assist with audits, regulatory reviews, and examinations by gathering relevant documentation requested by auditors or regulatory bodies.
• Perform additional tasks, projects, and responsibilities as directed by the Imaging Manager or Director of Business Support & Delivery.
  
  

Skills/Abilities

• Maintain the confidentiality and security of sensitive or classified documents.
• Ability to maintain confidentiality and act with professionalism in all aspects of work.
• Basic knowledge of imaging/scanning equipment, software, and techniques.
• Understanding of records management policies and practices.
• Strong verbal and written communication skills.
• High attention to detail with the ability to perform repetitive tasks accurately.
• Excellent data entry skills with a low margin of error.
• Basic mechanical aptitude for operating and troubleshooting imaging equipment.
• Self-motivated and capable of working independently.
• Ability to work occasional overtime during peak periods.
• Strong time management and prioritization skills.
• Collaborative attitude and ability to work with cross-functional teams.
  
  

Supervisory Responsibility

This position has no supervisory responsibilities.

Work Environment

This job operates in an office setting, the opportunity to telework is not available. This role routinely uses standard office equipment such as computers, phones, photocopiers, scanners and filing cabinets. Office environment with job duties conducted via telephone, face to face meetings, and on the computer.

Physical Demands

This position requires manual dexterity, the ability to lift files and open cabinets. This position requires bending, stooping or standing as necessary.

Travel

Limited travel may be required for this position.

Education and Experience

Required Qualifications

• High School diploma or equivalent.
  
  

Desired Qualifications

• 1 years of experience in document imaging, data entry, or records management.
• Familiarity with banking-related documentation.
• Experience using scanning equipment and imaging software.
• Knowledge of data protection and confidentiality regulations.
  
  

Equal Employment Opportunity/M/F/disability/protected veteran status

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.