Document Scanner/Indexer

Job Summary

Under general supervision, this position performs technical duties associated with the mailroom and records management functions of the division and agency.

Minimum Qualifications & Education

• High School Diploma

• One year of experience with mailroom operations in a professional environment

Preferred Additional qualifications

• Some college or other post-high school education

• Experience using document imaging software

Additional Eligibility & Qualifications (certificates, Special equipment)

• Experience using high-volume mail processor, folder/inserter, and other mailroom equipment

Essential Duties & Responsibilities

• Opens, sorts, date stamps, and separates incoming mail and other paper documents for copying, scanning or distribution in accordance with division and agency procedures.

• Records receipt of certain types of items and documents, then notifies and delivers to appropriate division within the designated timeframe.

• Reviews verbiage of incoming documents to identify special time-sensitive legal documents and FOIA/open records requests and delivers them to divisions in a timely manner as per procedures.

• Prepares and identifies documents prior to scanning; ensures legibility.

• Scans and indexes documents based on division, document type, and status, maintaining a high level of accuracy.

• Retrieves documents from mail sorting area and other divisions for scanning.

• Prepares scanned documents for archival storage, boxes original documents, and notes scanning date range and division on each box.

• Performs regular scanner cleaning to ensure scanned documents are legible.

• Communicates with internal and external customers; notifies supervisor of customer-related issues.

• Collects and applies postage to outgoing mail; ensures daily pick-up by external courier.

• Delivers files, forms, publications, boxes to other divisions.

• Delivers items to outside entities as needed.

• Orders office supplies and delivers to other divisions as needed.

• Inventories agency forms, publications, letterhead and envelopes as needed.

• Performs other related duties as assigned.

Knowledge, Skills, and Abilities

• Basic knowledge of Microsoft Outlook, Word, and Excel

• Skilled in the operation of office equipment

• Skilled in problem solving and decision-making.

• Skilled in oral and written communication

• Ability to work independently and as part of a team

• Ability to build and maintain effective working relationships with all levels of management and staff

Core Competencies

• Teamwork

• Customer Service

• Accountability

• Communication

• Judgment and Decision Making

• Performance Management

Work Environment

The work is typically performed in an office environment.

Physical demands of the job

• Ability to remain seated for extended periods (up to 6–8 hours/day) while performing computer-based work.

• Manual dexterity required for typing, data entry, and handling paper documents.

• Ability to lift and carry office materials such as file boxes, binders, or stacks of documents weighing up to 40 lbs. (18 kg).

• Frequent repetitive hand and wrist motions when typing, scanning, or processing documents.

• Ability to view computer screens for prolonged periods and perform detailed work requiring visual acuity.

• Standing, walking, bending, or reaching to retrieve or store files or other items.

• Ability to operate standard office equipment such as scanners, printers, copiers, fax machines.