Document Indexing Supervisor

Job Description

Job Description

POSITION PROFILE:

Document Indexing Supervisor is responsible for oversight of  a team of approximately 12+ team members within the indexing department that inspects, categorizes, classifies and catalogues documents electronically using a computer according to customer standards.. This is a working role and requires the Field Representative II to complete indexing tasks as well as be available to the team for first level questions and guidance. This role requires an overall knowledge of processes and procedures as well as training in relation to indexing documents   and QC for multiple clients. This person will be responsible for the results of the quality of 12+ Indexers and be relied upon as a point of escalation for errors and issues. The Field Representative II will also assist the Site Manager in investigation of client related errors and root cause analysis information. Supports special projects and initiatives to improve processes and procedures.

Job Duties and Responsibilities: 

• Ability to train all table team members on projects that may vary depending upon clients’ requirements/instructions and SLAs (Service Level Agreement).
• Ensure all PTS (Production Time Sheet) are filled out correctly and provided to a manager at the end of the shift and clockify data is reviewed.
• Ensure client instructions are handed out and old instructions are collected and destroyed.       
• Demonstrate QC efficiency and ensure accuracy for each client.
• Ensure each LDD/Indexing/QC individual maintains a workload capacity that is maximized.
• Demonstrate knowledge of QC (Quality Control) process.
• Answer questions from Indexers/QC individuals.
• Achieves customer satisfaction by consistently indexing, inspecting, compiling, and assembling projects accurately in a timely manner.
• Meets deadlines by working at a quick and steady pace while maintaining quality/error free work.
• Achieves Time Productive statistics by meeting standards established by the facility.
• Meets company production standards by achieving the Indexing per Hour (IPH) rate in accordance with standards established.
• Maintains optimal machine performance by correcting simple machine problems (clearing jams, refilling toner, replacing machine oil, etc.) and having a working knowledge of machine codes to report in the event of equipment failure.
• Completes all paperwork in a timely, accurate and legible manner.
• Troubleshoots problems by communicating effectively and promptly to manager.
• Prevents Indexing errors by maintaining an organized workstation.
• Satisfies customers by providing error-free work.
• Participate as a contributor of standard operating practices (SOP) and site procedure guide documentations (SPG)
• Meets company production standards by achieving the Quality Control items per hour rate in accordance to established company standards.
• Performs indexing tasks in accordance with business needs by being flexible.
• Maintains internal and external customer satisfaction by communicating in a professional manner.
• Complies with reporting requirements by completing all required paperwork.
• Demonstrates the skill set for scan to file to include quality control, e-labeling, file folder naming and bates capture.
• Meets deadlines by working at a quick and steady pace while maintaining quality and error free work.
• Communicates problems effectively and promptly to manager.
• Performs other duties as required.
• Responsible for coordinating day to day workflow of the team.
• Assists manager in training, mentoring, and developing team members within assigned areas.
• Ensures compliance and revision of documentation/processes for internal controls and internal/external.
• Recommends new/improved procedures to improve productivity and skillful job performance.
• Develops strong working relationships and provides excellent customer service to internal customers.
• Coordinates training in accordance with department standards.
• Assists management with setting team goals, preparing exceptions, monthly metrics and other reporting as needed.
• Provides feedback/input for team member’s performance appraisals to management.
• May perform certain duties in management’s absence and other duties as assigned.
• Achieves customer satisfaction by consistently indexing documents accurately and identifying areas of opportunity for improvement.
• The position follows a Wednesday through Sunday schedule, with working hours from 10:00 AM to 6:00 PM.

QUALIFICATIONS: (Education, Experience, and Certifications)

• Office indexing, collating, extreme attention to detail.
• Typing skills.
• Basic PC skills. 
• Knowledge of reading and writing English for business purposes. 
• Experience leading small teams is a plus
• Experience indexing documents is a plus

KNOWLEDGE, SKILLS, AND ABILITIES:

• Attention to detail.
• Able to use mail sorting equipment.
• Must be able to work in a team environment by maintaining positive, productive relationships with co-workers, management, sales and production departments.
• Must be able to adapt to changing situations and be flexible. 
• Must be able to perform repetitive work by continuously executing different tasks according to set procedures, sequence or pace while maintaining quality and output standards.
  
   

Working Conditions, Mental and Physical Demands:

• Lift boxes 25lbs or less.
• Position requires long periods of sitting and standing. 
• Using required office supplies
• Handling large amount of paper documents

The above statements are intended to describe the general nature and level of work being performed by people assigned to this job. They are not intended to be an exhaustive list of all responsibilities, skills, efforts or working conditions associated with a job.