Document Imaging Supervisor jobs in Oklahoma

Document Conversion Clerk

Job Summary: Perform high quality production in document capture and processing tasks support converting paper or micro media documents to digital. Responsible for accurate prepping, scanning, separation, classification, quality control and indexing documents through the application and use of Grooper software. Perform quality control on personal work to ensure required standards are met. Needs to be able to perform one or more of the tasks in document capture and processing (prep, scan, separation, classification, quality control or indexing).

Essential Functions:

General:

• Maintain physical and digital logs of completed and in-progress tasks
• Responsible for promoting, maintaining, and enforcing information security
• Evaluate Information
• Examine documents for completeness, accuracy, or conformance to standards
• Verify completeness or accuracy of data
• Evaluate documents match the scope of the project
• Update and Use Relevant Knowledge - Maintain confidentiality
• Make decisions and solve problems apply training and job aids to make real time decisions for continued, uninterrupted processing of documents
• Maintain a clean and organized working environment
• Consistently meet or exceed production goals and targets
• Demonstrate punctuality, maintain attendance reliability and dependability
• Responsible for promoting, maintaining, and enforcing information security
• Accept positive and negative feedback with an open mind; use it as a chance to improve and grow

Prep:

• Prepare paper and/or micro media copies for scanning of all levels of complexity, to include but not limited to: pulling staples, unfolding bent edges or corners, tearing or cutting apart forms, removing fiche jackets, repairing fiche jackets, and securing small items and repairing documents with tears or bad edges, bound documents
• Insert separator sheets in between documents
• Maintain a prep log for start and finish times

Scan:

• Load scan machines with required input media such as paper, cards, disks, fiche, film

• Image hard copy and micro media documents using Grooper software and various production scanners
• Interface with scanning software and Grooper capture and processing software
• Maintain high level of quality. Identify scan errors as they happen and correct any image quality errors immediately

Separation

• Using Grooper software verify proper document separation, perform manual separation per statement of work for documents not separated by Grooper
• Verify ambiguity through review of original files

Classification

• Use Grooper software to verify proper document classification
• Apply established classification schema to manually classify documents not classified by Grooper
• Verify ambiguity through review of original files or in consultation with client

Quality Control (Image Review):

• Review digital images for scan, separation, classification and indexing quality, readability, accuracy, and completeness
• Compare hard copy documents to digital images
• Identify images for rescan per project requirements

Index (Data Review):

• Evaluate Grooper captured images or source documents, to verify, validate captured data or enter correct data in specific data fields

• Evaluate accuracy of captured or entered data prior to completing batch

Additional Functions:

• Other duties as assigned by management

Knowledge, Skills and Abilities:

Knowledge

• Operational capabilities knowledge of scanning equipment functions, features, and capabilities
• Clerical - Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records
• Customer and Personal Service - Knowledge of principles and processes for providing customer services. This includes meeting quality standards for services
• English Language - Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar
• Administration - Knowledge and awareness of production methods

Core Skills

• Active Learning - Understanding the implications of new information for both current and future problem-solving and decision-making
• Active Listening - Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times
• Grow and Learn - Thirst to learn and grow, acquire new skills
• Critical Thinking - Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems
• Learning Strategies - Selecting and using training/instructional methods and procedures appropriate for the situation when learning or teaching new things
• Monitoring - Monitoring/Assessing performance of yourself to make improvements
• Reading Comprehension - Understanding written sentences and paragraphs in work related documents
• Speaking - Talking to others to convey information effectively, proper use of grammar
• Writing - Communicating effectively in writing as appropriate for the needs of the audience
• Grow and Learn - Thirst to learn and grow, acquire new skills
• Time and task management focused on tasks at hand, ignore distractions
• Customer service - Respond promptly and positively to requests for service or assistance

Social Skills

• Coordination - Adjusting actions in relation to others' actions
• Instructing - Teach or mentor others how to do something.
• Negotiation - Bring others together and trying to reconcile differences
• Persuasion Persuade others to change their minds or behavior
• Service Orientation - Actively looking for ways to help people
• Social Perceptiveness - Being aware of others' reactions and understanding why they react as they do
• Inclusion Accepting and mindful of differences among diverse groups

Technical Skills

• Equipment Maintenance - Perform basic routine maintenance on scanners, elevate issues beyond capability to resolve in an urgent manner
• Equipment Operation Operate all available types of scanners
• Equipment Selection Determine the kind of tools and equipment needed to do a job
• Operation Monitoring - Watch scanner displays, computer displays and Grooper module displays to make sure of accuracy and efficiency of performance of equipment
• Operations Analysis Analyze project requirements to execution department activities
• Quality Control Analysis continually verifying the accuracy of document preparation, scan, separation, classification and indexing per project statement of work
• Repair - Repair scan machines of paper jam, dust, dirt, using the needed tools. Calibrate scanners
• Troubleshooting Determine causes of operating errors and decide what to do about it

Abilities

• Understand and follow directions, keen attention to detail and quality
• Be curious
• Inspire others
• Self-directed, self-evaluative
• Drive original thinking
• Challenge the status quo
• Comfortable in uncertainty
• Embrace differing points of view
• Look for ways to innovate raise the bar
• Willingness for continuous personal, professional improvement
• Follow step-by-step directions, repeat throughout project with accuracy and completeness
• Perform in an environment of continual change
• Independent thinker, present solutions to obstacles; identify efficiencies
• Transparently communicate with co-workers, colleagues, and management
• Learn new tasks; adaptability in changing from one task to another
• Willingness to ask questions
• Maintain a positive attitude

Interacting with Computers

• Conduct computer diagnostics to determine nature of problems
• Use computers to enter, access or retrieve data
• Use spreadsheet software
• Use word processing or desktop publishing software
• Enter time sheet information accurately and timely in designated recordkeeping systems

Qualifications

Requirements (Education, Experience):

• A High School Diploma or GED required
• Solid knowledge of Microsoft Office 365 Suite
• 41 WPM
• 6000 KSPH
• Eligibility for government security clearance

Physical Requirements:

• Sitting for long periods of time
• Standing for long periods of time
• Lifting up to 35 pounds
• Push dolly weighing up to 315 pounds

Travel Requirements:

• Required: Availability for local city travel
• Preferred: Availability for occasional out of city/state travel
• Repetitive motions involving hands and fingers

This job description is intended to convey information essential to understanding the scope of the job and is not intended to be an exclusive list of experience, skills, efforts, duties, or responsibilities.