Scanning Operator

• Assist with the day-to-day operations within a Digital Imaging Center, with a focus on digital imaging and related duties.

Scope:

• The position is an operational role with operational accountability for managing all job aspects of digital imaging and scanning.
• This position is key for meeting contractual SLA's and ensuring customer orders are complete per specifications.

General

• Ensure customer issues and escalations are resolved or further escalated as appropriate
• Conduct quality checks on own work to ensure accuracy and required output is to standards
• Adhere to all safety procedures
• Adhere to all logical and physical security requirements
• Able to work independently and be part of a team
• Perform backfile duties for absent coworkers
• Perform other duties as assigned by Lead or Manager
• Mail/Shipping
• Receive, sort and process mail documents, packages, and supplies. Notify recipients as appropriate
• Deliver and pick-up mail on scheduled mail runs
• Perform outgoing postal and courier duties utilizing shipping / postal systems ensuring most efficient and cost-effective method
• Track, trace and resolve mail or courier issues
• Fully operate, clean, and maintain all shipping and mail equipment
• Contact third party service provider for mail and shipping equipment if required

Document Preparation

• Validation/Reconciliation of boxes/files received
• Prepare a wide array of document types and conditions for scanning
• Prepare document for scanning by removing staples, clips, rubber bands or any type of bindings
• Ability to use handheld scanner to scan the box barcode
• Insert slip sheets at the appropriate level (physical division) to establish document separation
• Identify the location of oversized document and out-sort for wide format scanning
• Identify the undersized documents that may need special handling
• Escalate exception items identified during production to the lead

Imaging

• Operate high speed scanning equipment to convert paper documents to digital (scan, file)
• Perform visual quality check inspection of each image to ensure that the image meets the following criteria's:
• Look for double feeds
• Folded corners that obscure content information
• Look for very light/dark threshold
• Look for barcode slip-sheets that did not get processed. This would indicate a merged documents of multiple files
• Convert scan documents/microfilm/microfiche to digital formats outlined in the Statement of Work

Essential Functions:

• Prepare customer documents for the digital imaging process
• Check physical documents for quality issues that may complicate the scan process.
• Prepare a wide array of document types and conditions for scanning.
• Index scanned images according to naming mechanisms outlined by the customer and/or RDIC leadership, along with additional post-imaging services.
• Other duties may be assigned to meet business needs.

Physical demands:

• Minimal to moderate physical effort required. Some moving of boxes and loading paper into machines will be required. Project prep and scan work will require finger dexterity and movement between machines for different types of documents.

Mental demands:

• Problem-solving, teaching, written and verbal communication, information comprehension, and mental acuity.

Education Requirements:

• Minimum High School Diploma
• Candidate Background: Skills, Knowledge and Abilities:
• Experience in a Customer Service environment (minimum 1 year)
• Proven data entry work experience, as a Data Entry Operator or Office Clerk (not a must but an asset)
• Experience with MS Office and data programs
• Familiarity with administrative duties
• Typing speed and accuracy
• Excellent knowledge of correct spelling, grammar and punctuation
• Strong attention to detail
• Confidentiality
• Organization skills, with an ability to stay focused on assigned tasks
• The ability to carefully handle and manage large volumes of individual documents
• The ability to work effectively under deadline
• A willingness to learn new skills, as well as adaptability when priorities change

Operational Soft Skills:

• Planning, organizing, executing, and controlling skills
• Ability to assess issues, define causes, and prioritize/execute solutions
• Self-initiative and results oriented while being a team player
• Additional Role Requirements: Core Competencies