JOB POSTING

The primary responsibility of this position is to scan paper documents, import electronic images and enter metadata using the document imaging system; prepare basic records and documents for scanning and research information on microfilm and microfiche for office staff on a daily basis. This position performs data entry into system applications and the document imaging repository.

Education Requirements:

Requires completion of high school diploma or equivalent.

Experience:

Requires a minimum of two years’ of clerical and/or administrative support experience.  Document imaging and data entry experience preferred.

Summary of Duties and Responsibilities:

This position converts paper documents into electronic images using imaging software; prepares member records and converts current hard copy records to electronic images; responds to requests for records and provides information to office staff on a daily basis. The incumbent must be familiar with the electronic folder structure used for storing imaged records and work flow documents.  This position performs data entry into system applications and the document imaging repository.  The incumbent must understand and apply principles of terminal digit filing and retrieving in order to access information stored in various filing systems and the document imaging repository. 

Knowledge/Skills/Abilities:

This position requires general clerical skills, computer skills, excellent interpersonal skills and effective communication skills are important in order to understand and follow through on requests.  Attention to detail is imperative.  Flexibility and a cooperative nature are important in this position. The ability to work in an often times fast paced atmosphere, to sit for extended periods of time while performing repetitive tasks, and the capability to view rapidly for best quality of images is required.

Selection Criteria:

COMPREHENSION SKILLS

Ability to read, understand and apply provisions or statutes, rules, terminology, operating policies and procedures.

COMPUTER SKILLS

The ability to effectively use specified hardware and software to complete assigned tasks.

INITIATIVE

Displays the energy or aptitude to take action; a self-starter.

INTERPERSONAL SKILLS

Interacts with others in a positive, open and cooperative manner.

JOB KNOWLEDGE AND EXPERIENCE

Has completed specified amount of time previously performing essential elements of a job; possesses a body of information or level of understanding necessary to complete assigned responsibilities.

COMMUNICATION SKILLS

The ability to speak in a clear, concise and positive manner.

ORGANIZATIONAL SKILLS

Ability to identify methods for performing tasks and the ability to arrange work in a logical sequence to assure efficiency and minimize the incidence of errors or omissions.

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JOB DESCRIPTION

Purpose:

Under the supervision of the Document Imaging Supervisor, the Document Imaging Technician I scans  paper documents, imports electronic images and enters metadata using the document imaging system; prepares basic records and documents for scanning  and researches information on microfilm and microfiche for office staff on a daily basis. This position performs data entry into system applications and the document imaging repository.

Nature and Scope:

This position is responsible for the imaging of incoming documents and the preparation of hard copy records. The incumbent must have computer skills and a working knowledge of the use of related imaging software packages and the operation and maintenance of high-speed scanners. The incumbent must be familiar with the electronic folder structure used for storing imaged records and work flow documents. The ability to work in an often times fast paced atmosphere, to sit for extended periods of time while performing repetitive tasks, and the capability to view rapidly for best quality of images is required.  Attention to detail and quality, and good organizational skills are imperative. The incumbent must have working knowledge of Agile principles and Scrum method.

This position must also respond in a timely manner to staff requests for information contained in paper format and on microfilm. These tasks require standing, bending, stooping, stretching and the use of step-stools.  The incumbent must understand and apply principles of terminal digit filing.  Effective communication skills are important in order to understand and follow through on requests.  Flexibility and a cooperative nature are important. 

The greatest challenge of this position is to be able to accurately perform a large volume of work assignments while coping with multiple demands and tight deadlines.

Principal Accountabilities:

1. Receive and identify documents from internal and external sources.
2. Prepare current hard copy records and documents for imaging by organizing them in a defined order; and inserting appropriate barcoded separator sheets in accordance with established procedures. 
3. Prepare and verify on-demand record requests.  
4. Process Proof-of-Birth documents in Document Imaging System Demographics workflow.
5. Perform quality assurance on documents and hard copy records as imaged by others.
6. Process Member Information Beneficiary Designation (MIBD) forms in the document imaging workflow.  Enter data for MIBD’s. Create new member records in STAR, if necessary.  Determine if MIBD is valid or invalid.
7. Research and image any microfilm and microfiche documents for a requested member record or requested annual report. Import documents into imaging system as requested by staff.
8. Respond to telephone calls for member information.
9. Assist with maintaining the filing system of imaged records and documents for specific retention period and prepare documents for shredding when retention period is met.
10. Scan new documents into department workflow, identify the documents and enter the metadata as needed.  
11. Perform other duties as assigned.