Document Imaging Specialist

Job Title


Document Imaging Specialist


State


Florida


Program


Children's Network of Southwest Florida, LLC


Reports to


Director of Quality Management


FLSA Status


Non-Exempt


Job Description


Statement


This job description will be reviewed periodically as duties and responsibilities change with business necessity. Essential and marginal job functions are subject to modification.


Mission Statement

The Children's Network of Southwest Florida is committed to working with the community to protect children and preserve families.

General Purpose of Job

Assist the Director of Quality Management in the daily management of electronic file scanning operations through prompt and efficient communications, maintaining internal and external schedules, correspondence and meeting project deadlines.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Essential Duties and Responsibilities

Assist the Director of Quality Management

• Produces reports and presentations as required
• Ensures that case management file data is scanned accurately and available for use in a timely manner
• Answers questions from staff on imaging processes and provides necessary technical assistance
• Reviews electronic scanned documents for quality and completeness
• Monitors scanning process that includes examining documents for suitability of scanning based on the recommend COMSQUARED document scanning process
• Indexes documents to the proper section and document type for efficient retrieval
• Achieve 98% indexing accuracy and meet daily production goals
• Performs accuracy and quality checks on scanned documents to ensure the case management record is complete and available to approved users
• Monitor disposal or destroying of any protected case file information based on company policy and state/federal laws
• Participates in the development, implementation, and maintenance of policies and procedures for the recording, indexing, filing, and retrieving of active documents and the storage of inactive documents; assists in developing a work plan for the records management function and reviews, evaluates, and makes recommendations on work products, methods, procedures, and policies
• Acts as point of contact for the day-to-day operations of the electronic records management system; troubleshoots system problems; isolates the cause of system failures
• Responds to and resolves software users' inquiries and complaints and escalates problems or issues to vendor representatives or supervisor as needed
• Coordinates with the Information Technology Department to troubleshoot and resolve system problems and makes system modifications
• Other duties may be assigned as special projects may be requested

Working Hours

CNSWFL's work week is Monday through Friday, 40 hours per week. Your supervisor will advise you of your work hours; however, business office hours are 8:00 am to 5:00 pm.

Travel

Travel in and outside of Circuit 20 (Lee, Charlotte, Collier and Hendry/Glades counties) is required.

Training

All employees must complete fifteen (15) hours of on-line or classroom Training on an annual basis. If the employee is a Certified Child Welfare Professional, Training hours must total twenty (20) annually.

Supervisory Responsibilities

This position has no supervisory responsibilities.


Education and Experience

High school diploma required, A.A. degree preferred; a minimum of five (5) years of previous office experience and two (2) years of child welfare experience required.


Skills and Abilities

Must be able to operate standard modern office machinery, including fax, telephone, calculator, computer, scanner, printer, copier and mail machine. Must be competent with Microsoft Office Suite programs, including Word, Excel, Power Point, Access, Publisher and Outlook. Must be competent with basic e-mail protocol and procedures including sending, receiving, replying, attachments, and meeting scheduling; excellent written and oral communication skills; effective listening skills; ability to work as a team member, and the ability to work in a multi-cultural environment. Must possess excellent organizational skills and abide by the highest standards of confidentiality.

pre-employment requirements

Certificates, License, Registrations, backgrounds, drug screens, Etc.

• Valid driver's license, clean driver's license check, and proof of insurance
• No special certification or registration is required for this position
• Criminal background screening (fingerprinting) (Local Law Enforcement and FBI/FDLE)
• Drug Screening is a requirement
• Children's Network participates in E-Verify

Other Requirements

Language Skills

Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public. Ability to speak effectively before groups of customers or employees.

Mathematical Skills

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, percentages, ability to draw and interpret bar graphs.

Reasoning Ability

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to be proactive, as well as handle problems involving several concrete variables in standardized situations.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

This job requires the ability to sit for extended periods; walk; stand; use hands to finger, handle or feel; reach with hands and arms; stoop, kneel or crouch; talk and hear. This job requires visual acuity sufficient to read and to operate standard modern office machines. The employee must occasionally lift and/or move up to 25 pounds.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

This is administrative work in an indoor office environment with a moderate noise level (business machines, printers, computers, telephones).

ADA: Children's Network of Southwest Florida, LLC will make reasonable accommodations in compliance with the Americans with Disabilities Act of 1990.

EEO: Children's Network of Southwest Florida, LLC does not discriminate based on race, national origin, gender, religion, veteran status, or disability in employment, in provision of services, or in access to programs.

Children's Network of Southwest Florida, LLC is a Drug-Free Workplace.


All personnel must demonstrate the following capacities:

1. A commitment to empowering others to solve their own problems
2. Valuing a nurturing family as the ideal environment for a person
3. A conviction about the capacity of people to grow and change
4. The ability to establish a respectful relationship with persons served to help them gain skills and confidence
5. The ability to work collaboratively with other personnel and/or service providers or professionals
6. The capacity to maintain a helping role and to intervene appropriately to meet service goals
7. The ability to set appropriate limits.
8. Safety and permanency of children.

I certify that the statements above to the best of my knowledge accurately describe the duties performed and agree that I am qualified in education and skill to meet the requirements of the position. If the employee does not agree, indicate here:


Supervisor:

Date:

Employee:

Date:

Reviewing Authority:

Date:

Do Not Agree:

• High school diploma required, A.A. degree preferred
• A minimum of five (5) years of previous office experience and two (2) years of child welfare experience required.

• Must pass a Level II Background Check. For more information please click this link: