Records and Imaging Specialist (Columbus, OH)

Job Title: Records and Imaging Specialist Department: Administration Reports To: Records and Imaging Supervisor FLSA Status: Non-Exempt Grade: A Grade Range: $29,600 (min) $37,000 (mid) Requisition Number: ADM112301RIS MISSION CONTRIBUTION: Work performed directly ties to the mission of "securing the future for Ohio's police and firefighters" by ensuring member-related documents are completely, clearly, accurately and confidentially scanned and indexed. As a result, the images are available and ready to use to provide service and benefits to active and retired police and fire members and their beneficiaries, according to OP&F's plan design. SUMMARY: Under general supervision, this position performs document imaging, records management, mail functions, and related services.

This position is primarily responsible for accurately reading, understanding, identifying, preparing, scanning, and indexing member documents in a timely manner while maintaining quality control and confidentiality. The position requires an individual with a team approach, excellent organizational skills, the ability to multi-task, the ability to effectively use OP&F software and equipment, and the capability to maintain confidentiality of records received and processed. ESSENTIAL DUTIES AND RESPONSIBILITIES: include the following.

Other duties may be assigned. Maintain current and up-to-date knowledge and understanding of the various document types received and used by OP&F located in the Doc Viewer application system. Understand the purpose and correct use of relevant systems and applications including Scanning Software, OP&F Pension System, Box & Track, OP&F Application Manager, SharePoint, Intranet, Microsoft Office, and others as required.

Open, time stamp, read and comprehend, identify document type, process, and distribute USPS mail, overnight mail, and other documents from walk-ins and business partners in an accurate and timely manner according to established departmental guidelines and procedures. Receive, sign for, and accurately sort incoming mail and deliveries for processing within timeframes established by departmental guidelines and procedures. Read, comprehend, identify, and prepare member, employer, and OIP documents for scanning in accordance with OP&F policies, departmental guidelines and procedures, and service level agreements.

Enter preliminary data in New Membership Records as assigned. Respond to internal customer requests using OP&F systems and applications including microfilm/microfiche regarding records or document imaging inquiries via phone, face to face, or email communication. Operate and maintain, when requested, Pitney Bowes Connect Right Mailer and Label Printer, Sendsuite, Meter Machine, Folder Inserter, and Letter Opener including periodic checks for available updates and downloading those updates.

Assist with Imaging, Records or Mail projects/assignments, deliveries within the downtown vicinity, or other administrative duties deliveries within the downtown vicinity, as needed. Maintain member records in the vault as requested. Compile and report specified statistical information to the Records and Imaging Supervisor including maintaining applicable spreadsheets.

Perform audit and quality control functions in accordance with departmental guidelines and procedures. Perform assigned research tasks within established guidelines. Assist with the cross training as needed.

Understand, meet, or exceed department standards of quality, productivity and confidentiality of records, files, and documents in accordance with departmental guidelines and procedures. Perform additional responsibilities as assigned by Records and Imaging Management Team. SUPERVISORY RESPONSIBILITIES: None REQUIRED QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.

The individual must be accountable, able to understand and follow directions, able to make sound decisions in a high-volume environment, and successfully take on and balance multiple tasks. A focus on serving customers, being a reliable team member, and communicating clearly with the RIM and other teams throughout the organizations is essential. The individual must be able to read, understand, and properly apply OP&F policies, guidelines, and practices, as well as perform a range of routine and non-routine tasks and suggest problem resolution when needed.

The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Education and/or Experience: High school diploma or general education degree (GED) and six months to one year related experience and/or training; or equivalent combination of education and experience.

Language Skills: Ability to read, comprehend and understand complex instructions and procedure manuals, and to follow clear oral and written instructions. Ability to write routine reports and correspondence. Effective communications verbal and written skills.

Mathematical Skills: Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to calculate rates, ratios, and percentages and to draw and interpret bar graphs. Reasoning Ability: Ability to solve practical problems and deal with a variety of concrete variables in situations of limited standardization, including how and when to seek input into decisions.

Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form. Certificates, Licenses, Registration: None Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel; reach with hands and arms; stoop, kneel, crouch, or crawl; and talk or hear. The employee frequently is required to stand, walk, and sit. The employee is occasionally required to climb or balance.

The employee must frequently lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, color vision, peripheral vision, depth perception, and ability to adjust focus. Work Environment: The work environment is a multi-task environment with characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Occasionally, the position may entail working inside a large vault area to access and maintain Records and files as needed. The individual must be able to open and close the Records Vault.

The individual must understand and have the ability to follow OP&F fire prevention techniques and emergency evacuation procedures. The noise level in the work environment is usually moderate. Department: Administration This is a non-management position This is a full time position