Digital Document Services Specialist (42162)

Job Title: Digital Document Services Specialist

Reports To: The Digital Document Services Specialist will report to the Client Services Supervisor, Client Services Manager, or equivalent leadership.

Job Overview

The Digital Document Services Specialist provides exceptional document processing and digital imaging services, delivering operational functions in the following areas: document preparation, indexing of imaged documents, classification of documents, and data entry. This position is highly hands-on and ideal for those who enjoy straight forward and repetitive tasks, good with meeting deadlines and production goals. This position also assists with the scanning, receiving and archiving of documents as needed to continue with the operational needs of the site.

Overall, this position continuously offers the highest level of service to all client and SPS employees while maintaining a professional image of the company by providing prompt, courteous and efficient service.

Duties And Responsibilities

Provides 5-star customer service to all employees (in all forms of communication). Classifies scanned documents by checking fields within a form, potentially typing information into pre-defined fields. Performs data entry and work in a fast paced, deadline driven environment. Scans for acceptable document quality. Processes documents and maintain accuracy levels guaranteed in clients Service Level Agreements. Matches corresponding paperwork to accounts. Reviews financial documents for correct amounts, proper lines of accounting, and correct legal and accounting inputs. Understands the business rules to apply to each document. Complies with all applicable governmental regulations. Complies with business principles maintains the privacy and confidentiality of information; protects the assets of the organization; act with ethics and integrity. Performs high volume document scanning and imaging work. Indexes documents and in some cases, re-scan if needed. File/re-boxes documents upon completing the scanning process. Receives inbound mail/boxes/documents and sorts incoming documents, boxes, pallets, and mail. Then inputs into chain of custody software package. Preps documents to be scanned or filed onsite. Reads/understands hand-written and printed file numbers/letters for file locations, then moves items to new location. Complies with confidentiality and security of sensitive materials. Manages outgoing mail/package/boxes transactions. Acts as point of contact for company personnel on document inquiries. Submit work orders for certain requests. Proactively seeks out additional work during downtime. Builds professional relationships with customers and other teams. Maintains professionalism and composure when interacting with all employees. Trains back-up and providing guidance on policies and procedures. Determines what additional support is needed when handling sensitive inquiries. Provides exceptional customer service to client. Provides workforce operations (mail services), document imaging (scanning) coverage, and financial input coverage as needed.

Competencies

Strong verbal and written communication skills. Excellent customer service skills. PC skills MS Office Suite experience. Ability to handle multiple tasks simultaneously. Good organizational skills. Working knowledge of MFD (multi-functional device) equipment. Requires knowledge and understanding of shipping/receiving procedures and ability to comprehend instructions. Possesses ability to work independently and capable of completing projects. Ability to determine correct method and packing material as well as validate packing slips for accuracy of incoming and outgoing materials.

Qualifications And Education Requirements

High School Diploma (or equivalent) required. 1+ years prior work experience preferred. Ability to work assigned work hours determined by manager. Excellent organizational and time management skills. Analytical abilities and aptitude in problem-solving. Superb written and verbal communication skills. Current knowledge or ability to learn computer-based systems required for functions of position. Required to maintain an overall professional appearance and attitude. Adhere to all policies and procedures required. Ability to adhere to onsite policy of not carrying on an active work floor: cellphones, cameras, or other imaging devices.

Physical Demands

Fine and/or gross motor skills, including the ability to grasp, lift and/or carry or otherwise move packages on a standard wheeled cart with a load capacity of 60 lbs. Ability to walk, bend, kneel, stand, and/or sit for an extended period of time. Manual dexterity required for operating office machinery (phone, copy machines, binding equipment, etc.). Ability to lift or move 40 lbs. or greater frequently. Must be able to work in a variety of weather conditions and temperatures in the warehouse and on the loading dock.

Travel: None or Negligible

Other Duties

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

About SPS

SPS is an award-winning employer of choice offering innovative Enterprise Workplace Solutions and Technology Business Solutions to our clients throughout North America including many Fortune 500 companies. A career with SPS includes a robust onboarding and training program to help you unlock your career path possibilities.

In North America, our services include office services such as reception/lobby concierge, mail center, and conference room management in addition to document processing services utilizing leading edge technologies. Our clients today are companies in sectors such as banking, legal, insurance, technology, higher education, advertising, and other professional services, including many Fortune 500 companies.

At SPS we embrace the uniqueness of our employees and are committed to the fair and equal treatment of all people, applicants, and employees by promoting a culture of access, inclusion, equity, and diversity. SPS provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, sexual and reproductive health choices, national origin, age, disability, genetics, military status, gender identity or expression, sexual orientation and/or any other status protected by law.

We encourage candidates to review all our job listings and learn more about SPS at our company website www.spsglobal.com .

SPS. The Power of Possibility.