Document Services Manager (Document Digitization Services)

JOB SUMMARY

Manage a production team and oversee day to day operations for Document Scanning Operations. Converting paper into digitization format. Responsibilities include managing the workflow processes, ensuring document scanning standards are being accomplished and followed, training of new staff in all phases of the document scanning process, and assessment of facility performance. The manager is responsible for control, security, accessibility, and timeliness of documentation processing operations.

GENERAL MANAGEMENT SKILLS

• Organized & ability to prioritize
• Ability to flex to a constant and rapidly changing environment
• Develop a team in keeping with MEI’s Corporate Culture
• Ability to understand and learn software
• Working understanding of Microsoft Excel, Word, and PowerPoint
• Able to interact with senior management to effectively express opinions, concerns, and status
• Expertise in, or a very solid knowledge of Kofax-PsiCapture, Kodak-Capture Pro and/or LaserFiche would be a major advantage.
• Baccalaureate degree or 5 years experience in a similar managerial role is required.

PRODUCTION & PROJECT MANAGEMENT
o Effectively manage flow of documents through the digitization process

• Regular, routine requests for boxes from Inventory Specialist
• Timely movement through the production process
• Analyze the process, identify shortfalls, new/adjusting requirements, and develop solutions

o Analyze a Statement of Work for new client proposals, determining project requirements (both equipment and personnel)

• Hours/personnel required to prep, count pages, scan, index, reassemble, remove blank pages, Quality Control

o Advise on equipment and personnel shortfalls and overages
o Develop and produce reports on an as needed basis
o Effectively interact with clients on:

• Proposal
• Project onboarding
• Special/expedited requests
• Provide reports as required

o Effectively interact with third party vendors, providing input on performance, product information, shortfalls, and improvements

• Document production software
• Scanning equipment
• Server

PERSONNEL MANAGEMENT
o Based on a requirements analysis, define personnel requirements throughout the process
o Effectively manage personnel and equipment to produce the required daily, weekly, monthly, and project outputs
o Establish a Project Lead structure that ensures each all projects are understood, to include quantities, deadlines, production rate goals, and actual rates
o Act as a secondary management resource for client relationships, ensuring Project Leads are the primary interlocutor

EQUIPMENT MANAGEMENT
o Thorough understanding of software system requirements to include

• Building client profiles for various projects
• Troubleshooting user level operations
• Communicating with software support

o Maintain records of all actions taken with software support for the purpose of increasing corporate knowledge

CULTURE
o Employee On-boarding

• Effectively screen and hire candidates based on criteria established for the position they are seeking

o Employee Development

• Establish expectations of all team members
• Develop training and procedure manuals for each process that allows a new employee to read, understand, and refer to as necessary
• Evaluate all team members bi-annually to allow them to understand their strengths and opportunities for growth
• Develop subordinates for future leadership positions
• Develop and implement a Team Lead Program
• Develop an incentive program, identify, and recognize high performers
• Provide opportunities to assess team members outside of their assigned tasks

o Communicate with senior managers to provide an accurate and current understanding of performance and issues

BENEFITS:

• Medical, Dental, & Vision
• Paid Time Off (PTO) - 3 weeks annually
• 9 Federal Holidays
• 401k with employer matching

SALARY:

• $55,000 - $70,000 Annually based on experience