Clerk
4 weeks ago
Title: Correspondence Handling Clerk
Responsibilities:
As part of a team, the temporary help individual(s) will perform the following duties related to the image capture of business correspondence by:
- Opening and extracting contents from incoming mail by using automated or manual mail extraction equipment in order to prepare the documents to be imaged; executing timely daily start-up/shut down procedures on the image transports;
- Batching correspondence for image capture according to established procedures by counting documents to prepare and ensure proper workflow of batches for multi-statute tax and non-tax programs for scanning and preparing batch control sheets;
- Examining documents for threats and following established procedures promptly. Ensuring completeness and categorizing legal documents, correspondence and evalute threats;
- Initiating scanners and all peripheral equipment to operational status and performing daily preventative maintenance on scanners rollers and other equipment to remove paper particles;
- Capturing images of correspondence by operating high-speed document scanners, ensuring the highest quality of output and performing quality check on all images;
- Identifying, analyzing, and resolving routine batching, imaging, or data capture issues, troubleshooting errors which interrupt same day account update and/or data integrity;
- Classifying/identifying manually and keying of index data/information from document images which have failed automatic classification;
- Investigating and resolving missing or incomplete data utilizing client host systems;
- Controlling all scanned documents by forwarding designated returns and correspondence to appropriate program area, and ensuring that retained documents are catalogued, securely stored, for retrieval of documents and eventually destroyed according to retention schedules;
- Entering statistical data in existing spreadsheets and preparing basic problem reports for management production review and maintaining batch control logs to ensure traceability of scanned documents;
- Training new/contract/temporary staff on operation on image scanning equipment on many different programs, spot checking work and advising staff of issues/problems;
- Responding to time sensitive requests for house closings, court hearing documents, complaints, and correspondence addressed to director within the same day;
- Prioritizing, controlling, and organizing incoming work, responding to shifting priorities throughout the day; and
- Coordinating and monitoring a variety of processing schedules to meet strict deadlines and various client requirements.
Additional Information:
Job is physically demanding and requires frequent lifting of boxes weighing approximately 20-25 lbs.
Management has the right to assign additional duties.
Temporary help staff must have ability to work in a fast paced, high volume, image technology based and constantly changing environment and to work under pressure to meet the rigid deadlines ensuring that the branch mandate of 48 hour turnaround time to ensure client account update is met.
Knowledge:
Job requires knowledge of image/data capture processing systems, including the use of scanning technology in order to capture document images; knowledge of branch policies, records management operations and records retention procedures to maintain an essential/high-volume records management unit; knowledge of arithmetic calculations to keep precise/accurate batch page counts, statistical reports and other records; knowledge of computers and Ministry approved software such as Word and Excel to prepare concise reports on production volumes/records/memos/letters and Outlook to respond to emails from staff.
Skills:
Job requires analytical skills to identify/classify correspondence and identify/scrutinize sensitive and time critical documents while batching; keyboarding skills to quickly and accurately input alpha-numeric data in order to meet the high volume of demands of the unit. Job requires good judgement to quickly identify issues involving threats and to escalate potential problems to management promptly for final resolution. Job requires organizational skills to deal with the complexities associated with the image capture process and to address competing priorities in a high volume working environment with the ability to frequently lift boxes weighing approx. 20-25 lbs.
Job requires communication and interpersonal skills to interact with branch staff and to discuss/resolve issues with peers in a professional manner. Job requires an ability to learn and quickly adapt to new and emerging workplace changes (e.g. software and/or technologies). Job requires attention to detail in capturing images of business correspondence/documents in order to maintain the integrity of the imaging system and protect legal admissibility of these images.
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