Document Imaging Specialist

Job Title Document Imaging Specialist State Florida Program Children ’s Network of Southwest Florida, LLCReports to Director of Quality ManagementFLSA 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 COM SQUARED 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 HoursCNSWFL’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…