Document Processor Assoc
5 days ago
El Segundo
Job Description GENERAL SUMMARY: This position is responsible for receiving, identifying, imaging, and indexing of physical and digital documents for archival in the Electronic Document Management System (EDMS). Documents must be maintained for safekeeping and/or destruction in accordance with State and Federal retention requirements and Credit Union compliance policies. The Document Processor Associate supports onsite document production operations including paper preparation, scanning, indexing, and quality control of member records, while assisting with monitoring daily digital document workflows to ensure accurate and timely processing. The role also supports records management activities including envelope retention, onsite storage management, and coordination of offsite shipments through Iron Mountain Records Management. Limited operational support may be provided for Docusign validation and testing of new forms or system features within the Credit Union’s digital document and eSignature ecosystem. NATURE AND SCOPE OF POSITION: This position works with a minimal amount of supervision and direction and is authorized to take reasonable actions necessary to carry out the assigned responsibilities of the position, provided that such action is consistent with cost-effective practices and is consistent with the policy and procedures of Kinecta Federal Credit Union. SUPERVISORY RESPONSIBILITIES: This position has no direct supervisory responsibilities but will be expected to take the lead on assigned projects and may oversee the work of others working on those projects. ESSENTIAL DUTIES AND RESPONSIBILITIES: • Performs physical and digital imaging and indexing of documents for archival in EDMS. Responsibilties include sorting, data entry, document preparation, scanning, quality control, and indexing of member records., • Manages branch envelope tracking and retention in accordance with Credit Union records management and retention policies., • Process simple and complex requests for daily envelopes or for Member Records (physical or digital), performing research as necessary to fulfill internal and member service requests., • Support onsite document production workflows to ensure accurate ingestion, processing, and retrieval of member records within EDMS and related digital document systems., • Provides support to the Credit Union on Iron Mountain Records Management related requests such as, but not limited, to managing all onsite carton storage, offsite carton storage preparation, offsite shipments, carton and supply requests., • Assists Document and Workflow Manager with carton destruction processes and audits, controls, and monitors the destruction of scanned physical documents once successfully archived in EDMS with accordance with Credit Union document retention policies., • Provides operational support for the Credit Union’s digital document and eSignature application, including first-level support for business units, system testing, and escalation of issues to the appropriate team member., • Assists with validation, monitoring, and operational support of digital document ingestion and workflow processes to ensure accurate capture, indexing, and availability of records within EDMS and related digital systems. •, • Instructs and assists Credit Union employees on how tolocate member records and uses EDMS for document retrieval., • Tracks daily work production activity and imaging metrics and submits daily work statistics to management to support departmental performance monitoring and reporting., • Ensures all document handling, imaging, retention, and destruction activities comply with applicable Federal and State regulations, Credit Union policies, and internal control standards., • Adheres to Credit Union policies related to information security, privacy, and records management. NON-ESSENTIAL DUTIES AND RESPONSIBILITIES: Performs other duties including special projects as assigned. MINIMUM QUALIFICATIONS Knowledge, Skills and Abilities: • Strong attention to detail., • Ability to manage workload independently, set priorities, and maintain productivity while working onsite with minimal supervision., • Ability to organize own work, meet critical deadlines, and balance multiple priorities in a production environment., • Strong document handling, filing and data entry skills., • Ability to process and control a high volume of documents accurately., • Ability to maintain accurate logs, records, and production tracking metrics., • Ability to analyze issues, conduct research, and resolve document or records-related discrepancies., • Ability to establish and maintain effective working relationships with those contacted in the course of work assignments., • Ability to maintain strict confidentiality of sensitive member and Credit Union records., • Be accountable and dependable for their work., • Working knowledge of Microsoft Office products including Outlook, Excel, and Windows Explorer., • Strong written and oral communication skills., • Familiarity with document management systems, digital imaging systems, or electronic production-focused environment., • Ensures all document handling, imaging, retention, and destruction activities comply with applicable Federal and State regulations, Credit Union policies, and internal control standards., • Adheres to Credit Union policies related to information security, privacy, and records management. Education, Training and Experience: Potential candidates for this position must meet the following requirements: • High School graduate or Equivalent, prefer some college., • 1-2 years of Document Management preferred. One year of relevant professional-level work experience may be substituted for one year of required education. WORKING CONDITIONS: • The working environment is generally favorable. Lighting and temperature are adequate, and there are no hazardous or unpleasant conditions caused by noise, dust, etc., • The job may require flexibility with regards to scheduling days, hours, and work location, depending on business needs., • The job is typically sedentary but may require standing and walking up to 35% of the work time to transfer files, ask questions, and related activities. PHYSICAL ABILITIES, MENTAL DEMANDS, AND WORK ENVIRONMENT Must be able to exercise sound judgment, effectively plan and be well organized, have excellent oral and written communications skills, work well under changing timelines, take the initiative and be flexible and cooperative. Accuracy, timeliness and maintaining confidentiality related to member, employee information and company records is required. While performing the job duties of this position, the employee is regularly required to sit; talk or hear in person and by telephone; use hands to operate standard office equipment; reach with hands and arms; lift minimum 50 lbs. The employee is frequently required to walk and stand. Vision abilities required by this job include close vision and the ability to adjust focus to read and operate office equipment, as necessary. The employee works under typical office conditions and noise levels. Disclaimer: The above information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.