Document Processor 1

Document Processor 1

Processes, organizes, files, stores, and retrieves various types of documents and records. Conducts inventories, transfers paper records to automated system, duplicates and/or scans documents, labels and maintains files, and assists as needed with data organization projects.

Job Responsibilities & Performance Standards

• Develops familiarity with agency structure and function and an awareness of divisional roles and responsibilities
• Follows document processing protocols and procedures, and completes tasks and category assignments as required
• Takes action to address supply, equipment, and/or facility maintenance needs by stocking copiers, distributing supplies, and maintaining shared Document Center resources
• Operates and maintains equipment which includes scanners, copiers, fax machines, envelope opener, mini-mailer, and postage meter machine
• Identifies, classifies, sorts, and prepares documents
• Scans and indexes documents to files by entering identifying information and assigning member/agency ID, plan, and document types
• Properly routes documents in workflow by researching and assigning business unit and work type
• Performs quality assurance checks on imaged documents
• Assists with other duties as requested
• Processes all outgoing mail, including reconciling count of batch letters, applying correct postage to metered mail, and recording and verifying count of mail going out to pre-sort vendor

Technical Competencies Required for Job

Mail Sort and Document Preparation

• Has a basic understanding of the forms and correspondence types and the ability to sort them into established categories
• Ability to comprehend, retain, and utilize document processing procedures

Scanning/Indexing Software

• Ability to operate and maintain scanners and perform data entry in scanning/indexing software
• Ability to learn agency coding system and correctly apply to work, plan, and document type assignments

Pension Software

• Ability to navigate screens to locate basic information within the pension software
• Ability to understand and apply information obtained from pension software to determine assignment and routing of documents in workflow

Equipment

• Ability to maintain and operate Document Center equipment including:
• Scanners
• Copiers
• Fax machines
• Envelope openers
• Mini mailer
• Postage meter machine

MS Office

• Has a basic understanding of MS Office
• Ability to navigate and perform data entry in MS Office

Statewide Core Behavioral Competencies Required for Job

Basic Level Competencies - Basic understanding or knowledge needed for the job; Basic understanding and knowledge sufficient enough to handle routine tasks; Requires some guidance or supervision when applying the competency; Understands and can discuss terminology and concepts related to the competency.

Accountability- Accepts full responsibility for self and contribution as a team member; displays honesty and truthfulness; confronts problems quickly; displays a strong commitment to organizational success and inspires others to commit to goals; demonstrates a commitment to delivering on their public duty and presenting oneself as a credible representative of the Agency and State to maintain the public's trust

Customer Service - Understands that all State employees have external and/or internal customers that they provide services and information to; honors all of the State's commitments to customers by providing helpful, courteous, accessible, responsive, and knowledgeable service

Results Orientation - Consistently delivers required business results; sets and achieves achievable, yet aggressive goals; consistently complies with quality standards and meets deadlines; maintains focus on Agency and State goals

Teamwork and Cooperation - Cooperates with others to accomplish common goals; works with employees within and across their department to achieve shared goals; treats others with dignity and respect and maintains a friendly demeanor; values the contributions of others

Judgment and Decision Making - Analyzes problems by evaluating available information and resources; develops effective, viable solutions to problems which can help drive the effectiveness of the department and/or State of Georgia

Additional Behavioral Competencies Required for Job

Basic Level Competencies - Basic understanding or knowledge needed for the job; Basic understanding and knowledge sufficient enough to handle routine tasks; Requires some guidance or supervision when applying the competency; Understands and can discuss terminology and concepts related to the competency.

Communication - Respectfully listens to others to gain a full understanding of issues; comprehends written material; presents information in a clear and concise manner orally and in writing to ensure others understand their ideas; appropriately adapts their message, style, and tone to accommodate a variety of audiences

Cultural Awareness - Demonstrates an open-minded approach to understanding people regardless of their gender, age, race, national origin, religion, ethnicity, disability status, or other characteristics; treats all people fairly and consistently; effectively works with people from diverse backgrounds by treating them with dignity and respect

Flexibility - Adapts to change and different ways of doing things quickly and positively; does not shy away from addressing setbacks or ambiguity; deals effectively with a variety of people and situations; appropriately adapts one's thinking or approach as the situation changes

Initiative - Proactively identifies ways to contribute to the State's goals and missions; achieves results without needing reminders from others; identifies and takes action to address problems and opportunities

Organizing - Able to keep projects moving toward completion; able to keep track of many things that must be done within a given timeframe; able to act according to priorities; able to balance workload demands

Professional Development - Demonstrates a commitment to professional development by proactively seeking opportunities to develop new capabilities, skills, and knowledge; acquires the skills needed to continually enhance their contribution to the State and to their respective profession

ERS Preferred Qualifications

Associate's degree from an accredited college or university OR Two years of related experience.

ERS Career Development Criteria

• Document Processor 2
• Document Processor 3
• Document Processor Supervisor

Work Environment

This is a general office environment consisting of cubicle desk space. Ambient room temperatures, lighting and traditional office equipment are provided as found in a typical office environment.

Physical Demands

Individuals working in this job are required to multi-task while seated. This includes answering phone calls, research information, and typing using computers throughout the workday. Also, may require walking periodically, primarily on a level surface. Must be able to reach above shoulder height, below the waist, or lift (up to 25 pounds) to file documents or store materials.

Minimum Qualifications:

High school diploma/GED and two (2) years of job-related experience.

Equal Employment Opportunity Employer

The State of Georgia does not discriminate based on race, color, national origin, sex, religion, age, disability, or other protected categories in employment or the provision of services. Qualified applicants may request reasonable accommodation when needed during the application and/or screening process by contacting the appropriate agency Human Resources department.

Georgia Department of Public Health