What are the responsibilities and job description for the Document Imaging Specialist position at County of Sonoma (CA)?
Grow your career with the County of Sonoma.
Become a Document Imaging Specialist with the Adult and Aging Division!
Starting salary up to $33.85/hour ($70,649/year) plus a competitive total compensation package!
The Document Imaging Specialist in the Adult and Aging Division of the Human Services Department is responsible for collecting and scanning client documents into an electronic content management system, applying metadata to the imaged documents, and auditing the records created by this process to ensure they meet division standards and protocols. They work closely with several Adult and Aging Division team members and the general public, providing exceptional customer service. Additional responsibilities include:
- Securing records for conversion to digital content
- Collecting documents for addition to previously stored case records
- Reviewing materials for proper identification, importance, and clarity
- Categorizing and ordering materials according to predetermined groups
- Processing documents according to proper guidelines and indexes
- Training staff in the use of the imaging system document storage protocols
- Experience working with electronic content management systems and social services organizations
- Familiarity with the concepts related to records management
- The ability to communicate effectively and work with individuals from a variety of social, cultural, and economic backgrounds
- The ability to develop rapport and maintain cooperative relationships
- Experience working with hardware such as scanners
- Strong attention to detail to ensure accurate data entry and recordkeeping
- Experience working with office line of business applications (finance, task management, content management systems) is desired but not required
HSD fosters a positive work environment, where our commitment to providing opportunities for advancement is strengthened by a robust staff development program. We believe in the merits of work/life balance and enjoy the satisfaction of knowing that our work contributes to the betterment of our community.
As the largest agency in Sonoma County government, our mission is to protect vulnerable children and adults, and to promote maximum independence and well-being for individuals and families. HSD is responsible for child and adult protective services, veteran services, and administration of state and federal programs, including CalFRESH, CalWORKs, Medi-Cal, and In-Home Supportive Services. The department is dedicated to providing high-quality, client-focused, cost-effective services and values the diversity, integrity, teamwork, leadership, and accountability of all staff in accomplishing the mission of the department.
HSD works collaboratively at the federal, state, and local levels to find creative solutions to support the well-being of individuals, families, and the community. To meet that goal, the department has fostered strong relationships with other public and private sector partners, including other government agencies, community-based organizations, and business leaders. For more information regarding HSD's services please visit http://sonomacounty.ca.gov/Human-Services.
What We Offer
Working at the County of Sonoma offers expansive opportunities for growth and development, the ability to be a part of a challenging and rewarding work environment, and the satisfaction of knowing your contributions work to better our shared community. You can also look forward to flexible work arrangements and excellent benefits* including:
- Hybrid Telework - A schedule that meets the needs of our staff, department operations, and the communities we serve may be available depending on the assignment
- Salary Advancement - A salary increase after 1,040 hours (6 months when working full-time) for good work performance; eligibility for a salary increase for good performance every year thereafter, until reaching the top of the salary range
- Paid Time Off - Competitive vacation and sick leave accruals and 12 paid holidays
- County Paid Health Premium Contributions - 100% premium contribution for the majority of employee-only and employee family health plan options
- Staff Development/Wellness Pay - Annual benefit allowances of up to $500 and ongoing education/training opportunities
- Post-Retirement Health Reimbursement Arrangement - County contributions to help fund post-retirement employee health insurance/benefits
- Retirement - A pension fully integrated with Social Security
- Paid Parental Leave - May be eligible for up to 8 weeks (320 hours) after 12 months of County employment
- Student Loan Debt Relief – County employees may be eligible for Public Service Loan Forgiveness through the U.S. Department of Education
This recruitment is currently being conducted to fill a full-time Document Imaging Specialist position. This employment list may also be used to fill future full-time, part-time, or extra-help (temporary) positions as they occur during the active status of the list. Qualified County employees who wish to be considered for future positions should consider applying to this recruitment.
APPLICATION SUBMISSIONS REQUIRE THE SUPPLEMENTAL QUESTIONNAIRE BE COMPLETED.
Education and Experience: Any combination of education and work experience that would provide an opportunity to acquire the knowledge and abilities listed herein. Normally, this would include the ability to read and write English and perform arithmetic computations at a level for satisfactory job performance and two years of experience working in an office environment, including experience imaging and indexing documents using computer equipment and programs.
License: Possession of a valid driver's license at the appropriate level including special endorsements, as required by the State of California, may be required depending upon assignment to perform the essential job functions of the position.
License: Possession of a valid driver's license at the appropriate level including special endorsements, as required by the State of California, may be required depending upon assignment to perform the essential job functions of the position.
Considerable Knowledge of: clerical and department work practices, procedures, priorities and policies related to the preparation, reproduction, imaging, indexing, maintenance, and filing of official County records and documents; imaging and indexing computer software, equipment, and related programs; operating and maintenance procedures for imaging equipment, and indexing systems; the Microsoft Office suite of software programs.
Working knowledge of: safety precautions; practices and processes for the reconciliation of scanned files and indices.
Ability to: train, and provide technical direction to others; adapt to change; use independent initiative and discretion in organizing work, carrying out instructions, and resolving problems and deviations within the scope of established policies; perform assignments independently, efficiently, and accurately; understand and adhere to written and oral instructions; operate equipment, and prepare documents accurately and efficiently; review and adjust scanned images and indices for clarity and accuracy; perform a variety of repetitive, continuous tasks; accurately and quickly file by alpha and/or numbers; maintain records; operate and maintain imaging equipment and indexing systems; learn and observe safety precautions; perform arithmetic computations; work cooperatively with others, especially as a member of a team; establish and maintain effective working relationships with the representatives of other departments and agencies and the general public; communicate effectively.
Working knowledge of: safety precautions; practices and processes for the reconciliation of scanned files and indices.
Ability to: train, and provide technical direction to others; adapt to change; use independent initiative and discretion in organizing work, carrying out instructions, and resolving problems and deviations within the scope of established policies; perform assignments independently, efficiently, and accurately; understand and adhere to written and oral instructions; operate equipment, and prepare documents accurately and efficiently; review and adjust scanned images and indices for clarity and accuracy; perform a variety of repetitive, continuous tasks; accurately and quickly file by alpha and/or numbers; maintain records; operate and maintain imaging equipment and indexing systems; learn and observe safety precautions; perform arithmetic computations; work cooperatively with others, especially as a member of a team; establish and maintain effective working relationships with the representatives of other departments and agencies and the general public; communicate effectively.
- Your application information and your responses to the supplemental questions are evaluated and taken into consideration throughout the entire selection process.
- You should list all employers and positions held within the last ten years in the work history section of your application. Be as thorough as possible when responding to the supplemental questions.
- You may include history beyond ten years if related to the position for which you are applying. If you held multiple positions with one employer, list out each position separately.
- Failure to follow these instructions may impact your competitiveness in this process or may result in disqualification.
APPLICATION SUBMISSIONS REQUIRE THE SUPPLEMENTAL QUESTIONNAIRE BE COMPLETED.
Responses to supplemental questions will be scored using position-specific criteria. Please provide specific and detailed responses of a reasonable length to allow for a thorough assessment of your qualifications. Responses that state "See Resume" or "See Application" may be considered insufficient and therefore may not be scored.
Responses to supplemental questions will be scored using position-specific criteria. Please provide specific and detailed responses of a reasonable length to allow for a thorough assessment of your qualifications. Responses that state "See Resume" or "See Application" may be considered insufficient and therefore may not be scored.
The selection procedure will consist of the following examination:
An Application & Supplemental Questionnaire Appraisal Examination (weight 100%) will be conducted to evaluate each applicant's application and supplemental questionnaire for satisfaction of minimum qualifications (pass/not pass); and for educational coursework, training, experience, knowledge, and abilities which relate to this position. Each applicant will be evaluated based on the following criteria:
- Relevance of work history, related experience, and achieved level of education and/or training as described in the application and responses to the supplemental questions.
ADDITIONAL INFORMATION
A background investigation is required prior to employment. Candidates referred to departments for a selection interview are typically required to sign authorization and release forms enabling such an investigation. Failure to sign prescribed forms will result in the candidate not being considered further for that vacancy. Reference information will not be made available to applicants.
Additional requirements, such as successful completion of a physical exam, drug screen, etc., may apply, depending on the duties and responsibilities of the position. If you receive a conditional job offer for the position, the requirements upon which the offer is contingent will be outlined in the conditional job letter. You may also review the Job Classification Screening Schedule to determine the requirements for this position.
HOW TO APPLY
Applications are accepted online at: www.yourpath2sonomacounty.org. Paper applications may be submitted by person, fax (707-565-3770), email, or through the mail. All applications and appropriate supplemental information as outlined in the job bulletin must be RECEIVED by the time and date specified on the first page of this job announcement. Applications received after the recruitment closes will not be accepted.
The County of Sonoma values diversity and is dedicated to creating a workplace environment that provides individuals with a sense of belonging. We are committed to having a diverse workforce that is representative of the communities we serve. The County is proud to be an Equal Opportunity Employer where all aspects of employment are based on merit, competence, performance, and business need.
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