Document Scanner (FOS)

Description

Job Summary

The Document Scanner is responsible for tasks such as data entry, scanning, mail sorting or similar activities. Performance is judged based on the quality of work, application of knowledge and ability to meet time constraints.

Essential Functions and Responsibilities

• Prep files to be scanned (remove staples, paper clips, unfold edges, remove documents from binders, etc.).
• Download electronic documents from bank and / or brokerage firm websites.
• Scans and / or downloads documents and saves to a specific folder or Doc.it.
• Ensures that the scanned or uploaded documents are in the system accurately and accessible to personnel promptly.
• Ensures that all internal controls are followed for daily check pulls.
• Assists with client filing.
• Sorts and stamps a high volume of incoming mail and checks for deposit.
• Provides backup assistance to the receptionist as needed.
• Maintains records storage including boxing and sending client files to off-site storage.

Administrative Responsibilities

• Becomes knowledgeable of and abides by the Firm's administrative practices and policies.
• Organizes and controls work to complete assignments in a reasonable time and in a form suitable for review; uses time effectively and complies with deadlines.
• Keeps the appropriate person(s) abreast of work in process, and each assignment’s progress.
• Demonstrates ability to complete assignments efficiently, on schedule with increasing responsibility for additional work.
• Addresses routine matters and other problems, and demonstrates good judgment in consulting with others where appropriate.
• Actively works to obtain the cooperation of co-workers and demonstrates a team orientation.
• Respects the confidentiality of client and Firm information.

Personal and Professional Development

• Demonstrates essential personal characteristics for continuing in the profession and Firm : integrity, maturity, sound judgment, dependability, tact and enthusiasm.
• Demonstrates a professional, enthusiastic and positive attitude toward work, clients, the Firm and colleagues. Willing to accept constructive criticism and willing to embrace change.
• Projects a professional image through appearance, personal grooming, business attire, neatness and demeanor.
• Cooperates with others in the Firm in a manner that recognizes the importance of teamwork in providing professional services, and earns the confidence and respect of colleagues.

Initiates and extends efforts beyond the immediate demands of each assignment and accepts new responsibilities.

Education, Experience and Skills Required

• High School diploma or GED equivalent.
• Computer skills including MS Office (Word, Excel, Outlook).
• Ability to prioritize work to balance multiple projects and deadlines.
• Ability to communicate clearly and concisely in English; excellent verbal and written communication skills.
• Detail-oriented with strong organizational skills including ability to multi-task and establish priorities.
• Ability to operate standard office equipment.
• Ability to maintain strict confidentiality of the Firm’s and client information.

Other Functions

• Organizes work by project status.
• Consistently read and respond to all correspondence, including emails in a timely fashion.
• Performs other duties as assigned.

Education, Experience and Skills Required

• High School diploma or GED equivalent.
• Computer skills including MS Office (Word, Excel, Outlook).
• Ability to prioritize work to balance multiple projects and deadlines.
• Ability to communicate clearly and concisely in English; excellent verbal and written communication skills.
• Detail-oriented with strong organizational skills including ability to multi-task and establish priorities.
• Ability to operate standard office equipment.
• Ability to maintain strict confidentiality of the Firm’s and client information.

Physical Demands and Working Conditions

The physical demands and work environment characteristics 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.

• Occasional overtime work required throughout the year.
• Work is generally performed in a professional office setting.
• There are typically no immediate hazards present.
• Employee must frequently lift and / or move up to 25 pounds and occasionally lift and / or move up to 25 -50 pounds.
• Employee must be able to sit, stand, walk, bend, reach and kneel for extended periods of time.
• Employee must be able to see, talk, and hear.
• The noise level in the general office setting is moderate.
• Employee must comply with the Firm’s attendance and tardiness standards.

The duties listed above and on previous pages are intended only as illustrations of the various types of work that may be performed.

The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment in the position.

This job description does not constitute an employment agreement between Caler, Donten, Levine, Cohen, Porter & Veil, P.

A. and the employee, and is subject to change by the Firm as the needs of the employer and requirements of the position change.

This job description does not list all the duties of the job. You may be asked to perform other instructions and duties.

You will be evaluated in part based upon your performance of the tasks listed in this job description.

Management has the right to revise this job description at any time. This job description is not a contract for employment and either you or the Firm may terminate employment at any time, for any reason.