Records Representative

7 months ago

Ottawa, Canada Alterna Full time

**Major Responsibilities**
- Provide support for related information management processes and procedures, and play an active role to ensure the quality and accuracy of both electronic and legacy paper based financial records
- 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.
- Assist in training staff on technology of scanners, capturing documents, merging records, develop controls upon category of documents, determining the value of the documents and priority of the document so that the needs of the organization are being met
- Assign digital or physical documents a record value assigned to it, a sensitivity level, a priority to SLA, and a proper control for distribution, use, maintenance and disposition assigned to it
- Assist and recognize any cost reduction, retrieval efficiency, consistency, and make sure legal requirements and regulations are met so that we can insure litigation protection and support
- Actively create, upload incoming PDF’s and maintain electronic files
- Participate in the clean-up of legacy records and files
- Track lending assets, report overdue packages and agreements and present 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
- Prepare, scan, and abstract research material for staff
- Ensure 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 look for mis-files within e-documents and fix errors
- Perform imaging control functions on documents while maintaining integrity of batch assembly and monitoring for completeness prior to scanning
- Prep, scan, conduct quality control, create e-accounts within RIM Software, upload and test all e-files and documents
- Qualify 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
- Track, scan, conduct QA and upload Mortgage Legal Files
- Track, scan, create RIM Software accounts, QA documents and uploading New Member accounts
- Track all deceased and account closures, scan, QA documents and upload them to RIM Software
- Audit 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
- Create 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
- Scan 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 2 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

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