Records Clerk

Overview:
The Records Clerk is responsible for scanning, indexing, validating and storing records in an effective and efficient manner following company standards of record keeping. Initiate off site records storage processes, ensuring accurate and detailed record keeping. Provide data to Management for Audit purposes to ensure compliance with policy. Perform fax fund queue follow up. Process all incoming lease and loan thin files and trailing documents. Follow up with internal dealer support and funding teams to resolve deficient physical files. Records Clerks will also provide back up relief to the Mailroom Clerk as well as facilities activities.

**Responsibilities**:
Receive, check in and validate all new Lease and APR Loan contracts for Canada: (35%)
- New Lease and APR Loan contracts are received daily as thin files from DDS (Dealer Track Canada) These files should be checked-in and validated at a rate of 150 - 200 thin files a day
- Processing these daily thin files for check-in includes ensuring all original Lease/Loan contracts and their addendums are complete with original signatures including original initials on all pages
- Processing these daily thin files for validation includes entering key pieces of data from the Lease/Loan contracts received into AS400, which is then systematically compared to the funded Lease and APR Loan contract record
- Any data compared that returns as incorrect are noted in the system and expected to be resolved through a manual process later that day
- Any concerns or system issues must be brought to the attention of Management for resolution

Preparing and scanning documents to be indexed into the Imaging databases: (25%)
- The Scanning process begins with preparing files for scanning by ensuring documents are grouped into batches by document type and by the database they are to be indexed into (Ameriview AS400 or Synergize) All staples and fasteners are to be removed during this process while ensuring documents received for scan processing have clear indication of the Lease and/or APR Loan numbers
- Scanning should be maintained at a rate of 1000 sheets prepared and scanned per day for all of the various types of files and documents received in the Records department
- Documents include Disposal documents and files, Assumption\Amendment\Extension Files, and any miscellaneous (looseleaf) documents
- All images scanned are to be reviewed/edited prior to processing the batch to ensure scanned documents are clear and in sequence for indexing into the Ameriview (AS400) and Synergize databases
- Work collaboratively with the Cash Management team to process daily Cheque and supporting documentation receipts to enable surrounding departments to process payouts and payments This function has a need for high degree of accuracy and fast turn time

Index documents into the Imaging databases: (20%)
- Documents are to be Indexed post scanning according to their appropriate document type in the Imaging databases (Ameriview (AS400) and Synergize) so that they can be viewed by the rest of the company easily
- Documents include all Disposal documents and files, Assumption\Amendment\Extension Files and any miscellaneous (looseleaf) documents
- Any documents with quality issues and to be sent back for scanning processing
- Documents should be indexed at a rate of 800 - 1000 sheets per day

Other Duties: (20%)
- The Records clerk performs general administrative duties including gathering or reproducing documents to assist other departments by locating and retrieving files internally or from 3rd party provider
- This sometimes results in requesting files or documents from our off-site 3rd party storage facility if not located in the onsite Records retention room
- All files and documents to be stored at our offsite 3rd party storage facility are to be documented and then sorted, labelled and packed into the appropriate offsite storage packaging
- These boxes may weigh up to 30lbs
- The Records department is also responsible for sorting, storing & filing PPSA(Personal Property & Securities Act) discharge notices, Ownership statements, trailing documents for thin files and transmittal sheets from DDS
- This must be completed in a timely manner and according to the Departmental standards
- Assist with Mailroom duties when called upon including attending to courier and Canada Post deliveries to the Mailroom
- Special Projects and other duties as assigned

**REPORTING RELATIONSHIP**

Manager Operations Support - CDN Dealer Services

Qualifications:
**Knowledge**
- Fluent in English, oral and written
- Results oriented
- Strong verbal communication skills
- Ability to handle sensitive information in a confidential manner
- Excellent interpersonal skills necessary to interact effectively with external and internal customers at all levels of the organization
- Ability to plan, organize and multi-task
- Customer focused
- Ability to work independently
- Proficiency with MS Office
- Functional kn