JOB SUMMARY

Document Specialist is responsible for efficiently and accurately handling incoming mail and documents, as well as preparing them for imaging in Laserfiche, a document management system. This role requires exceptional attention to detail, organizational skills, and the ability to work independently in a fast-paced environment.

JOB SPECIFICATIONS

Mail Handling: Receive incoming mail and packages, sort them based on department or recipient, and distribute them accordingly. Ensure timely and accurate delivery of mail to the appropriate individuals or departments.

Document Preparation: Open and review incoming mail, removing any staples, paper clips, or other non-essential items. Arrange documents in proper order and ensure they are ready for scanning and imaging.

Imaging and Indexing: Utilize Laserfiche software to scan and digitize documents, ensuring high-quality images and accurate indexing. Properly categorize and tag documents for easy retrieval and access.

Quality Control: Conduct thorough quality checks on scanned documents to ensure clarity, legibility, and accuracy. Identify and resolve any issues or discrepancies in the scanning process.

Data Entry: Enter relevant data and metadata into Laserfiche, ensuring accurate and complete information for each document. Maintain a high level of data integrity and consistency.

File Management: Organize and maintain physical and digital files in an efficient and systematic manner. Ensure proper storage, backup, and retrieval of documents as needed.

Document Retrieval and Distribution: Assist in retrieving and distributing requested documents to authorized individuals or departments in a timely manner. Maintain strict confidentiality and security protocols when handling sensitive information.

Process Improvement: Proactively identify opportunities for process improvement and suggest solutions to streamline document handling, scanning, and indexing procedures. Contribute to the overall efficiency and effectiveness of the document management system.


QUALIFICATIONS:

Education/Specialized Training/Licensure: High school diploma or equivalent required

Work Experience (Years and Area): Proven experience in a similar role, preferably in a corporate office environment


Job Family/Job Title Competencies
Attention to Detail
Creative Thinking
Flexibility
Planning & Organizing
Taking Initiative


List any additional competencies not indicated above:
Continuous Improvement Commitment to continuous learning & improvement in the field of mailroom operations, staying updated with industry trends, best practices, & emerging technologies both with mailroom operations as well as Laserfiche software.


INTERPERSONAL SKILLS
Adaptability Ability to adapt to new technologies, procedures, & changes in the work environment. Being open to learning and embracing new ways of working contributes to overall success in the role.

Communication Ability to effectively communicate with colleagues, leadership, vendors, & building management.

Collaboration Working as a part of a team is common in the role, The ability to collaborate with others, share ideas, to work towards a common goal.


Work Environment:

Office Building: Work is primarily carried out in an office building that consist of multiple floors & departments. Building may have a reception area, conference rooms, training rooms, break rooms, restrooms, and other shared facilities.

Office Space: Office building has designated offices and open space concepts with workstations consisting of multiple departments. Spaces are equipped with furniture, desk, cubicles, and technology.

Common Areas: Office building consists of several common areas break rooms, training rooms, conference rooms, collaboration rooms, huddle rooms, storage rooms, copy areas, & other shared areas.

Facilities: Office space consisting of workstations w/technology housed with the mailroom operations.