Document Imaging and Software Specialist - Our Community Credit Union

POSITION SUMMARY:

The Document Imaging and Software Specialist is responsible for managing the process of digitizing paper documents for storage in an electronic archive or database. Documents will need to be assessed for scanning quality, accuracy of location, and correct formatting. In addition, they will be responsible for the document system organization and maintenance. They will act as a liaison for OURCU for the document system primarily and secondarily with the IT Department. Responsible for taking calls from OURCU employees for a variety of issues requiring performing basic fixes or escalating to the proper technician.

ESSENTIAL JOB DUTIES:

1. Responsible for prepping, scanning, indexing, and analyzing members records in a timely manner. Assembles groups of documents and ensures that they are in proper order as well as location. Review each member document provided by staff, for problems, i.e. poor originals, items that cannot be scanned and member identification on each document. Indexes all documents to the appropriate folder and make sure that each document is assigned the appropriate document name. Responsible for performing quality control reviews of all scanned documents and preparing records for interim storage.
2. Communicate in a timely manner with staff for records that are pending completion. Responsible for notifying staff if any documents need revisions or changes while auditing forms. Complete basic tickets and requests in a timely manner for corrections to documents within the system such as naming, location, or revisions. Provide documents upon request by staff and show staff how to utilize the document system in the event self-resolution is possible.
3. Responsible for the management of the document imaging systems and software to include daily operations as well as future improvements. The expectation is to look for efficiencies that can be implemented or utilized that are available within the document system and software. Responsible for documentation of procedures, configurations, and guides for staff use.
4. Responsible for taking calls, tickets, and other forms of communication from staff for basic issues. The expectation is to perform basic fixes that have been documented and have a repeatable procedure. When rudimentary resolutions are not possible it is expected that staff will be escalated to the correct technician within the IT Department that can resolve their issue. Responsible for basic tracking of tickets within the helpdesk system and ensuring that regular communication occurs with staff. Responsible for performing data entry, repeatable IT tasks, and creating procedures from higher level resolutions.
5. Assumes responsibility for coordinating and communicating professionally, efficiently, and effectively with OURCU personnel and 3rd party vendors to assure optimal system performance.
6. Required to provide documents and information for internal audits as well as regulatory examinations as requested by supervisors. Other duties as assigned.
7. Other duties as assigned.

PERFORMANCE MEASUREMENTS:

• Scanning functions are efficiently and accurately completed in accordance with established policies and procedures.
• Management is properly informed of any significant problems.
• Machines and work areas are clean and well.
• To keep OURCU Information.
• To ensure OURCU's Mission Statement and Core Values are adhered.
• Attend all training and meetings as required.
• Responsible for ensuring compliance with OURCU's policy and procedures.
• Required to complete annual training.
• Must be a reliable team player and supportive of OURCU goals and decisions as they relate to incumbent's job.

Must have reliable transportation and maintain a professional work environment and professional.EXPERIENCE:

Six months to two years of similar or related experience, including time in preparatory positions. This time can be substituted with equivalent college, certifications, or a sufficient technical interview.

EDUCATION/CERTIFICATIONS/LICENSES:

High school degree or GED required with CompTIA ITF+, A+, and any foundational IT certification is preferred.

INTERPERSONAL SKILLS:

A significant level of trust and diplomacy is required to be an effective subject matter expert in the position. In depth dialogues, conversations and explanations with customers, staff and outside vendors of a sensitive and/or highly confidential nature is a normal part of the day-to-day experience. Communications can involve motivating, influencing, educating and/or advising others on matters of significance.

OTHER SKILLS:

This position will require an understanding of how to organize and archive documents, cataloging, indexing, and more. It also requires technical expertise in managing document imaging hardware as well as how to manage enterprise data storage and other archival media. Familiar with Microsoft Oice.

ADA and PHYSICAL REQUIREMENTS:

Perform primarily sedentary work with limited physical exertion and occasional lifting of up to 50 lbs. Must be capable of climbing/descending stairs in emergency. Must be able to operate routine office equipment including telephones, copiers, facsimiles, and calculators. Must be able to routinely perform work on a computer for an average of 6-8 hours per day in a primary sedentary/sitting position with occasional bending, stooping required. Must be able to work extended hours whenever required or requested by management. Must be able to work in a fast-paced work environment in an open forum/office space with moderate visual and auditory stimulation with many interruptions.

MENTAL and/or EMOTIONAL REQUIREMENTS:

Must be able to perform job functions with supervision and work effectively either on your own or as part of a team. Must be able to read and carry out various instructions and follow oral instructions. Must be able to speak clearly and deliver information in a logical and understandable sequence. Must be able to perform basic mathematical calculations with extreme accuracy. Must be capable of dealing calmly and professionally with numerous different personalities from diverse cultures at various levels within and outside of the organization. Demonstrate the highest levels of customer service and discretion when dealing with the public. Must be able to perform responsibilities with composure under the stress of deadlines/requirements for extreme accuracy and quality and/or fast pace. Must be able to effectively handle multiple, simultaneous, and changing priorities. Must be capable of exercising the highest level of discretion on confidential matters.