Scanning Clerk - Office of Financial Aid

Scanning Clerk

Henry Ford College presents an opportunity for a Scanning Clerk. The Scanning Clerk for the Office of Financial Aid serves as the primary individual responsible for the input of financial aid documents into the imaging system. The position also manages the day-to-day handling of all the forms and documents for the Office of Financial Aid. Hours: The generally scheduled workday is from 8:00 AM to 4:30 PM, Monday through Friday. Overtime may be required based on departmental needs and approved in advance.

Core Competencies and Qualifications

Education: High School Diploma/GED.

Experience with Microsoft Word and Excel with an ability and desire to learn new software, as requested.

Skilled at paying attention to detail, finding errors, and maintaining a high level of accuracy.

Ability to use good judgement when handling documents containing confidential information.

Ability to communicate with both internal and external customers in an effective, pleasant, and professional manner in person, by phone or by email.

Ability to resolve issues and complaints in an efficient and calm manner.

Ability to prioritize work in an efficient manner.

Ability to work cooperatively with others in a team environment.

Understanding and commitment to the HFC mission.

Position Specific Core Competencies:

• Problem Solving - Identifies problems; determines accuracy and relevance of information; uses sound judgment to generate and evaluate alternatives, and to make recommendations.
• Building Cooperative Teams - Encourages and builds mutual trust, respect and cooperation among team members; seizes opportunities and utilizes creative methods to build team cooperation and cohesion.
• Computer Skills - Uses computers, software applications, databases, and automated systems to accomplish work.

The most successful candidate will have a career that might include the following:

• Ellucian Colleague and Image Now experience preferred.

Additional Unique Competencies (Departmental & HFC Core Competencies):

• Attention to Detail - Is thorough when performing work and conscientious about attending to detail.
• Dependability and Reliability - Behaves consistently and predictably; is reliable, responsible and dependable in fulfilling obligations; diligently follows through on commitments and consistently meets deadlines. Demonstrates regular and punctual attendance; rarely is late for meetings or appointments.
• Self Management - Sets well-defined and realistic personal goals; displays a high level of initiative, effort, and commitment towards completing assignments in a timely manner; works with minimal supervision; is motivated to achieve; demonstrates responsible behavior.
• Compliance - Knowledge of procedures for assessing, evaluating, and monitoring programs or projects for compliance with Federal laws, regulations, and guidance. Compliance Inspection Knowledge of the guidelines, regulations, and procedures associated with compliance inquiries, including application of compliance rules and criteria and ability to make appropriate decisions and issue citations, fines, or orders.

All positions at Henry Ford College are also expected to demonstrate the following HFC Core Competencies:

• Public Service Motivation Shows a commitment to serve the public. Ensures that actions meet public needs; aligns organizational objectives and practices with public interests.
• Respect Demonstrates collaboration and teamwork; values diversity and inclusiveness; practices transparency; shows compassion and empathy; and remains engaged and committed to shared goals.
• Passion Displays enthusiasm for teaching and learning; seeks diverse perspectives and ideas; creates a student-centered environment; and pursues excellence in all that we do.
• Ingenuity Is agile, flexible, and responsive; pursues discovery and innovation; uses data and evidence to guide decisions; and continuously reimagines the future.
• Integrity Upholds high ethical standards; maintains trust; and recognizes the impact of one's actions on the institution and community.

Essential Duties and Responsibilities including but not limited to

Document Imaging:

1. Serve as one of two primary individuals responsible for the scanning of all financial aid documents.
2. Date-stamp and review all incoming documents for accuracy. Work with other departments as needed when documents are sent to or received by the wrong office.
3. Sort all documents and prepare each document for the scanning process.
4. Scan documents and review for Quality Assurance.
5. Link documents to the appropriate document code in the Ellucian Colleague system. Adjust document action code status as needed. Assist other departments, as requested, with various stages of the document imaging process.
6. Document Processing:
7. Maintain the shredding schedule for documents that have been imaged.
8. Process all incoming faxes for the Office of Financial Aid.
9. Maintain the organization and inventory of all office forms.
10. Assist with the gathering of appropriate documents to respond to fraud inquiries and subpoena notices.
11. Responsible for collecting documents from drop box.
12. Responsible for sorting incoming mail.
13. Manage the substantial volume of outgoing mail sent by the Office of Financial Aid including sorting mailings by type, stuffing envelopes and ensuring appropriate enclosures.
14. Serve as Resource and Support:
15. Participate in departmental and campus trainings and committees as requested.
16. Assist with hardware and software updates as requested.
17. Create technical and/or training reference materials as requested.
18. Assist with other departmental needs, as requested, related to the processing of financial aid files.
19. Experience with Microsoft Word and Excel with an ability and desire to learn new software, as requested.
20. Other related duties as assigned.

Additional Information

While we have attempted to capture the core functional responsibilities in the role, the statements contained in this job announcement reflect general details as necessary to describe the principal functions of this job, the level of knowledge and skill typically required, and the scope of responsibility. It should not be considered an all-inclusive listing of work requirements. Therefore, performing additional job-related duties not listed above may be required as assigned.