Job description

Job Title: : Records and Imaging Specialist
Department: Administration
Reports To: Records and Imaging Supervisor
FLSA Status: Non-Exempt
Grade: A
Grade Range: $29,600 (min) $37,000 (mid)
Requisition Number: ADM092202RIS

MISSION CONTRIBUTION: : : Work performed directly ties to the mission of "securing the future for Ohio's police and firefighters" by ensuring member-related documents are completely, clearly, and accurately scanned and indexed. As a result, the images are available and ready to use to provide service and benefits to active and retired police and fire members and their beneficiaries, according to OP&F's plan design.

SUMMARY: : Under general supervision, this position performs a variety of document imaging, records management and mail functions in a multi-functional environment. This position is primarily responsible for accurately reading, comprehending, identifying, preparing, scanning, quality control, and indexing documentation in a timely manner by utilizing document imaging scanners along with software applications in order to accurately produce high quality images. Candidate should possess strong team player qualities and excellent organizational skills.

ESSENTIAL DUTIES AND RESPONSIBILITIES: : include the following. Other duties may be assigned.

• Ensure and maintain customer satisfaction in order to meet department standards of quality and productivity at the same time meeting established deadlines.

• Read, comprehend, identify and accurately prepare member, employer and OIP documents for scanning according to established guidelines, procedures and policies in order to meet service level agreements.

• Receive, sign for, accurately sort and process incoming mail and deliveries for the Fund from Mail Carriers within established timeframes according to departmental guidelines and procedures.

• Open, read, comprehend, time stamp, identify, process, and distribute USPS Mail, Overnight Mail and Walk-Ins to Business Partners in an accurate and timely manner according to established departmental guidelines and procedures.

• May operate and maintain Pitney Bowes Connect Right Mailer and Label Printer, Arrival, Meter Machine, Folder Inserter, Letter Opener including periodic checks for updates and downloading updates when available.

• May perform hand deliveries within the downtown vicinity etc.

• Ability to work in a multi-task, team environment and contribute to the overall success.

• Accurately performs various research tasks within established guidelines.

• Perform quality control measures for various functions in accordance to established guidelines and procedures.

• Respond in a professional and timely manner to internal customers regarding records or document imaging inquiries via phone, face to face or email communication whichever is applicable.

• Maintain knowledge base of various document types by utilizing the Doc Viewer application system.

• Ability to effectively use available systems and applications in order to perform job functions in an effective and efficient manner including the Scanning Software, OP&F Pension System, Box & Track, OP & F Application Manager, SharePoint, Intranet, Microsoft Office.

• Compile and report statistical information to the Records and Imaging Supervisor including maintaining applicable spreadsheets.

• Accurately perform audit functions as assigned according to Departmental procedures, policies and guidelines.

• Accurately performs preliminary data entry of New Membership Records as assigned.

• Ability to operate microfilm/microfiche equipment in order to retrieve and fulfill requests within established service level timeframes.

• Ability to effectively use Microsoft Office and Adobe Acrobat to perform applicable assignments.

• Maintain member records in the vault as needed.

• Must be detail oriented, proactive and quality driven.

• Communicate effectively both verbal and written with the ability to follow clear verbal and written instructions.

• Assist with the cross training as needed.

• Establish and maintain effective two-way communications with RIM Management Team.

• Ability to work in a multi-task, team environment and contribute to the overall success.

• Maintain confidentiality of records, files and documents according to policies and guidelines.

• Assist with Imaging, Records or Mail projects/assignments or within other BTS areas as needed.

• Perform additional responsibilities as assigned by Records and Imaging Management Team.

SUPERVISORY RESPONSIBILITIES: : None

REQUIRED QUALIFICATIONS: : To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Candidate has to be Customer focused, multi-tasker, team player and quality conscious, effective research and resolution skills.

Education and/or Experience: :
High school diploma or general education degree (GED) and six months to one year related experience and/or training; or equivalent combination of education and experience.

Language Skills: :
Ability to read, comprehend and understand instructions and procedure manuals. Ability to write routine reports and correspondence. Effective communications skills both verbal and written with the ability to follow clear oral and written instructions.

Mathematical Skills: :
Ability to add, subtracts, multiply, and divides in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

Reasoning Ability: :
Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Certificates, Licenses, Registration: :
None

Physical Demands: :
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel; reach with hands and arms; stoop, kneel, crouch, or crawl; and talk or hear. The employee frequently is required to stand, walk, and sit. The employee is occasionally required to climb or balance. The employee must frequently lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

Work Environment: :
The work environment is a multi-task environment with characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Occasionally, the position may entail working inside a large vault area in order to access and maintain records and files as needed. You must be able to open and close the Records Vault. Must have the ability to follow the fire prevention techniques and emergency evacuation procedures. Must have knowledge of fire prevention techniques and emergency evacuation procedures. The noise level in the work environment is usually moderate.

Job Type: Full-time

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