Records Representative

2 months ago

Ottawa, Canada Alterna Full time

**Scope of Position**

The Records Representative performs a number of activities related to imaging, tracking, storage and retrieval of records along with responding to requests for information

**Major Responsibilities**
- Duties will include assisting Alterna staff in performing daily operations, projects, analysis, and reporting functions.
- Responsibilities involve tracking, prepping, imaging, QA controls, auditing and processing requests as needed
- Assist in training staff who have access to Tab Fusion on an as needed basis
- Assist in resolving requests for assistance from the Fusion database users and assist records management program staff in maintaining database integrity.
- Actively create, upload incoming PDF’s and maintain electronic files
- Participate in the clean-up of legacy records and files
- Tracking lending assets, reporting overdue packages and agreements and presenting weekly reports to Management and lenders.
- Respond to incoming service requests and escalate when appropriate
- Provide timely reports to management and team members on tasks, initiatives, and projects
- Manage requests from CRM and perform Internal audit, and CRA Production Order requests
- Preparing, scanning, and abstracting research material for staff
- Ensuring quality assurance, accuracy and integrity of data upon scanning
- Collect, compile, and analyze data for the manager.
- Assist staff with Information Management techniques when appropriate
- Actively looking for mis-files within e-documents and fixing errors
- Performs imaging control functions on documents while maintaining integrity of batch assembly and monitoring for completeness prior to scanning.
- Prepping, scanning, quality control, creating e-accounts within RIM Software, uploading and testing all e-files and documents
- Qualifying images that are already in PDF format for uploading to RIM Software
- Participate in the clean-up of legacy records and files
- Manage Incoming and Outgoing Boxes
- Respond to incoming service requests, meeting imaging standards and guidelines, escalate when appropriate
- Participate in Records Management projects and improving efficiencies
- Provide timely reports to management and team members on tasks, initiatives, and projects
- Manage role-related records tasks
- Meeting SLA of 4 hours for each request assigned
- Extensive tracking duties, opening agreements, closed agreements, lending agreements, contracts, legal files and service levels
- Tracking, scanning, QA and uploading Mortgage Legal Files
- Tracking, scanning, creating RIM Software accounts, QA documents and uploading New Member account
- Tracking all deceased and account closures, scanning, QA documents and uploading to RIM Software.
- Auditing Incoming documents for completeness and training when missing vital documents

**Imaging Responsibilities**
- Scanner maintenance activities, cleaning, testing and quality control of equipment
- Project planning of information type to be scanned, setting equipment requirements
- Import existing PDF’s transferred to department and load into RIM Software
- Track all appropriate information types, organize sections for indexing - using RIM software and other tracking databases
- Creating entries into software for safe storage of e-documents
- Document Preparation - disposition files, retrieve files from IM storage, purging of documents not needed, removal of binding tools
- Scanning documents - page count, orientation, legibility, visual inspection of documents.
- Performing extensive Quality Controls on incoming PDF’s and Imaged documents
- Importation and Indexing - creating account on software, assigning account suffix, entering data type, issue dates, destruction dates and other key information on RIM Software

**Qualifications**

**Educations / Certifications / Experience**
- Post-secondary education in a field related to the position, such as Records Management or Information Management
- Training with scanning hardware and software

**Knowledge / Skills**
- A minimum of two years of recent work experience in records and document management OR a minimum of three years of relevant work experience in records and document management
- Knowledge of Alterna files and documents is an asset.
- Knowledge of scanning software and hardware is an asset

**Competencies**
- Intermediate technical computer skills with Microsoft Office suite software
- Knowledge of Adobe Acrobat 9 Pro
- Knowledge of and experience with electronic document and records management systems and tools (e.g., Tab Fusion RMS, Tab Quick, Access Databases)
- Ability to seek information by asking questions to clarify requests
- Demonstrate attention to detail even when carrying out multiple activities and plans for quality control
- Ability to understand internal staff’ concerns and take personal responsibility for responding to requests
- Develop and maintain collaborative relations with internal counterparts and business staff to support operat

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