Document Scanning And Imaging Supervisor

Job Description

Job Description

100% onsite in Topeka KS

Potential candidates must have supervisory experience

Job title: Document Scanning and Imaging Supervisor

Job Summary

The Document Scanning and Imaging Supervisor is responsible for leading and overseeing a team of up to 15 staff responsible for document intake, scanning, imaging, indexing, and routing. This role ensures operational accuracy, compliance, staff productivity, and workflow efficiency. The Supervisor manages daily operations, staffing, scheduling, performance, and training while driving continuous improvement and maintaining high-quality standards for document processing.

Key Responsibilities

Leadership & Team Management

• Supervise, lead, and manage the day-to-day operations of a team of up to 15 document processing staff.

• Develop staff schedules, manage attendance, approve time off, and ensure appropriate coverage to meet service level expectations.

• Monitor team productivity, workload distribution, and performance to ensure operational goals are met.

• Provide coaching, mentoring, and performance feedback; conduct performance evaluations and address performance issues as needed.

• Foster a high-performance, accountable, and team-oriented work environment.

Operations Oversight

• Oversee all scanning and imaging operations for documents received from mailroom vendors, including both incoming and outgoing materials.

• Ensure documents are accurately scanned, categorized, indexed, and uploaded into computer system.

• Ensure all documents are properly associated with the correct electronic case record at the time of imaging.

• Ensure downstream workflow tasks are created and completed following document processing.

• Oversee handling of returned mail, ensuring all contents (including envelopes) are scanned and processed appropriately.

Quality Assurance & Compliance

• Establish and enforce strict quality control measures to ensure accuracy in scanning, indexing, and case association.

• Ensure compliance with document handling procedures, confidentiality standards, and regulatory requirements.

• Oversee re-indexing activities to ensure documents are properly categorized and attached to the correct case records.

• Ensure proper documentation, handling, and tracking of returned mail.

• Ensure all scanned documents are transferred to the mailroom vendor for retention per policy.

Tracking, Reporting & Process Improvement

• Develop and maintain an approved tracking system to monitor:

o Document types scanned by date received

o Source of documents (mail, fax, etc.)

o Volume and disposition of processed documents

• Analyze team performance metrics and operational data to identify trends, gaps, and opportunities for improvement.

• Implement process improvements to increase efficiency, accuracy, and turnaround times.

• Provide regular operational reports and updates to leadership.

Training & Staff Development

• Lead the development and execution of a comprehensive training program.

• Create and maintain training materials, training plans, and training schedules.

• Ensure all staff are trained in:

o Document scanning and imaging procedures

o Indexing and re-indexing processes (definitions, scenarios, and types)

o Accurate association of documents with electronic case records

• Provide ongoing training, coaching, and support to ensure staff maintain proficiency.

• Update training materials to reflect policy, process, or system changes.

• Provide monthly training schedules and ensure alignment with organizational and client expectations.

Technology & Systems Oversight

• Ensure effective use of related systems for document processing and workflow management.

• Maintain oversight of system access and ensure adherence to data security and privacy standards, including PHI/PII restrictions.

• Ensure staff properly utilize tracking tools and workflow systems.

Required Qualifications

• Prior leadership experience required, including direct supervision of staff and team operations.

• Proven experience managing teams in a high-volume, production-oriented environment (document management, scanning, or records management preferred).

• Demonstrated ability to manage schedules, attendance, staffing, and daily operational workflows.

• Strong leadership, communication, coaching, and performance management skills.

• Experience with document imaging systems and workflow tools.

• Ability to develop and deliver training programs.

• Strong attention to detail, organizational skills, and commitment to quality assurance.

• Ability to analyze performance data and drive process improvements.

• Proficient in Microsoft Excel

• Knowledge of data privacy, confidentiality, and compliance standards.

Work Environment

• Office or document processing environment with high-volume operations.

• Requires both supervisory responsibilities and familiarity with hands-on document processing workflows

Must show consistency with meeting minimum production standards (100 + documents per day) while demonstrating initiative, accountability, and a genuine commitment to the quality and success of the work.

Must demonstrate reliability by adhering to scheduled work hours and minimizing unplanned absences.

#cblx

This is a Contract position based out of Topeka, KS.

The pay range for this position is $21.00 - $25.00/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:
• Medical, dental & vision
• Critical Illness, Accident, and Hospital
• 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short and long-term disability
• Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation or Sick Leave)

This is a fully onsite position in Topeka,KS.

This position is anticipated to close on Jul 8, 2026.

We're partners in transformation. We help clients activate ideas and solutions to take advantage of a new world of opportunity. We are a team of 80,000 strong, working with over 6,000 clients, including 80% of the Fortune 500, across North America, Europe and Asia. As an industry leader in Full-Stack Technology Services, Talent Services, and real-world application, we work with progressive leaders to drive change. That's the power of true partnership. TEKsystems is an Allegis Group company.

The company is an equal opportunity employer and will consider all applications without regards to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

We’re a leading provider of business and technology services. We accelerate business transformation for our customers. Our expertise in strategy, design, execution and operations unlocks business value through a range of solutions. We’re a team of 80,000 strong, working with over 6,000 customers, including 80% of the Fortune 500 across North America, Europe and Asia, who partner with us for our scale, full-stack capabilities and speed. We’re strategic thinkers, hands-on collaborators, helping customers capitalize on change and master the momentum of technology. We’re building tomorrow by delivering business outcomes and making positive impacts in our global communities. TEKsystems and TEKsystems Global Services are Allegis Group companies. Learn more at TEKsystems.com.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.