What are the responsibilities and job description for the Document Management Specialist position at Hills Bank?
SCHEDULE: Full-time; Monday through Friday, 7:30am - 4:00pm.
LOCATION: 131 E Main St, Hills, IA 52235
BENEFITS: Our employees are our most valuable assets, so we invest in them with a comprehensive and competitive benefits package. Our philosophy of taking care of the customer extends to taking care of our employees so that they, in turn, can take good care of themselves and their families. Join Hills Bank and let us surprise you with even more perks!
SCOPE:
As part of the overall Document Management Department, the Document Management Specialist is responsible for a variety of operational functions, with an emphasis on the processing of paper documents and electronic records for archival purposes, the accurate configuration of document requirements that trigger tracking and follow up notifications, the retention of required physical documentation, as well as the processing of all incoming/outgoing mail.
ACCOUNTABILITIES:
Document Imaging:
- Scan documents, uploading/downloading information to/from systems to ensure centralized document retention.
- Ensure the integrity and image quality of electronic paperwork and customer records by scanning physical paper documents and importing electronic files, applying data elements to guarantee proper tracking/follow up and retention.
- Configure appropriate tracking set up and document requirements for both loan and deposit accounts to allow for automated monitoring and internal file flow requirements.
- Maintain routine cleaning and maintenance of scanning equipment and other applicable hardware.
- Provide quality assurance by reviewing others work, identifying document integrity and indexing values for accuracy and legibility.
- Serve as a resource for internal users with basic questions and issues related to Document Management.
- Maintain the appropriate filing, organizing and destruction of original account/loan paperwork, ensuring adherence of State and Federal document retention rules.
Mail Room:
- Responsible for sorting the bank's incoming mail and distribution of mail to employees and branches accordingly.
- Process the bank's outgoing mail ensuring proper postage and preparation is complete, as well as the delivery to a third party for final processing and delivery.
- Facilitate the scheduling of large mailings from multiple departments within the bank to ensure that they are mailed within the appropriate timeline.
- Ensure preparation and postage of in-house, paper statements.
General Duties:
- Serve as a resource for internal users with basic questions and issues related to Document Management responding timely.
- Work with external resources to resolve technical and operational issues.
- Contribute to the maintenance of process and workflow documentation, standards, policies and procedures.
- As part of the overall team of bank employees, this position may be requested to assist in the support of other bank activities/projects.
EDUCATION AND SPECIAL REQUIREMENTS:
- High school diploma or general education degree (GED) required and 1-2 years related experience preferred but not required.
- This job requires skills needed in a typical office environment. This includes computer skills, communications skills, as well as utilization of office equipment.
- Must be able to lift up to 25 lbs.
- Mail processing functions of this job requires extended periods of time standing.
- Job requires the ability to perform repetitive work with your hands at times.
EQUAL OPPORTUNITY EMPLOYER