Scanning Assistant

Team: Information Management
Reports to: Manager Information Management
Job Level: 2

I. JOB PURPOSE
Responsible for scanning indexing and storing incoming paper documents to be accessed by users in a centralized electronic folder. Retain documents based on document type and retention schedules.

II. KEY RESPONSIBILITIES

• Completes scanning functions such as sorting and preparing incoming documents confirming document authenticity scanning indexing image quality assurance and verifications.

• Stores electronic images to appropriate folder in centralized electronic archive; records tracking information associated with hard copy documents in a database after scanning.

• Performs a full test for searchability and accessibility to ensure the scanned documents can be located and retrieved by the appropriate users.

• Performs routine records retention and purging activities.

• Performs basic troubleshooting/maintenance and cleaning of scanners/imaging equipment; escalates more complicated repair of equipment or troubleshooting jobs to external vendors and resources as appropriate.

III. REQUIRED QUALIFICATIONS

Education and Experience

• Minimum one year related experience in an office services support environment.

Organizational Competencies
Consistently demonstrate CNOs Organizational Competencies:

• Innovation Curiously cultivate new ideas with a desire to learn and a collective focus on the best outcome.

• Integrity Conduct every interaction with fairness honesty and mutual respect.

• Collaboration Work with the right people at the right time to make the best-informed decision.

• Well-being Care for the physical mental spiritual and emotional needs of ourselves and others.

Job Competencies Knowledge Skills

• Communication Shares information with the right people in a timely manner such as conveying scanner equipment malfunction to the external vendor describing details of the problem; communicates messages clearly and concisely; confirms own understanding of the information being shared by the vendor.

• Adaptability Demonstrates flexibility by responding in a timely manner to everyday changes as they occur such as occasional interruptions from the scanning function to respond to inquiries or when basic troubleshooting is required to resolve issues with the scanner.

• Analytical and Critical Thinking Follows standard procedures for scanning confirming authenticity indexing and storing documents to ensure documents are searchable and accessible; performs necessary tests so they can be retrieved by appropriate users.

• Attention to Detail Meticulous attention to detail when sorting mail verifying documents operating the scanner and indexing documents; checks own work and the work of others as needed for quality and accuracy; develops methods for organizing and tracking information or tasks.

• Problem Solving Analyzes problem to identify the key issue identifies options and recommends solutions such as performing basic troubleshooting to resolve scanner issues or when scanned image cannot be located need to check if the scanning process and test for searchability and accessibility were followed.

• Working knowledge of MS Office including Outlook Word and Excel.