Texas A&M University Document Imaging Specialist III in College Station, Texas
Position Title Document Imaging Specialist III
Posting Title Document Imaging Specialist III
System Member Institution/Agency TEXAS A&M UNIVERSITY (TAMU)
Department ADMISSIONS / 02-210670
Posting Number S00980FY17
Pay Basis Hourly
Job Close Date
Geographic Location College Station
Budget Type Budgeted/Benefits - Full-Time
Is this position restricted by the Patriot Act? No
Is this position D.O.T. regulated? No
EEO AA Statement
The Texas A&M System is an Equal Opportunity/Affirmative Action/Veterans/Disability Employer committed to diversity.
Position Summary Information
The Document Imaging Specialist III, under general supervision, prepares admissions-related documents for intradepartmental and external routing (entities include academic Colleges, academic departments, administrative departments, and external entities to the University). Provides advanced skills in office support duties.
Required Education and Experience
High School Diploma or any equivalent combination of education and experience may be considered.Three years of experience in general office or clerical work
Preferred Education and Experience
Associate Degree. Four (4) years of experience in general office or clerical support, preferably within TAMU, to include two (2) years of experience in an admissions and/or document imaging related environment. Prefer experience using a computer and scanner.
Required Licenses, Certifications, or Registrations
Preferred Licenses, Certifications, or Registrations
Required Special Knowledge, Abilities, and Skills
Working knowledge of word processing software programs. Attentive to details and able to interpret information with accuracy. Ability to multi-task and work cooperatively with others.
Preferred Special Knowledge, Abilities, and Skills
Other Requirements or Other Factors
Office hours Monday-Friday 8am to 5pm with staggered lunch hours. MUST BE ABLE TO WORK EXTENDED HOURS DURING PEAK TIMES AS NECESSARY. Ability to multi-task and work cooperatively with others.
Preferred Other Requirements or Other Factors
Detailed Job Duties
Uses Document Imaging Workflow System (DIWS), and Compass to process Admissions applications, Admissions related documents and documents for the Office of the Registrar and International Student Services. Participates in maintaining the DIWS and in the retrieval and storage of documents as part of the official records retention requirements. Scans all admissions documents and conducts review of computerized imaging indexes of documents to ensure accuracy and conformance to accepted standards and quality for the Imaging System. Demonstrates creative problem solving skills and continuous effort to improve operations, decrease turnaround times, streamline work processes, and work cooperatively and jointly to provide quality and seamless service to customers. Support of processing Optical Capture Recognition errors on Official College Transcripts in multiple Intelligent Capture Error Queues and Workflows. Responsible for loading and prepping Graduate Letters of Recommendations received via email into the proper workflow for processing. Responsible for loading and prepping Military documents received via electronic upload into the proper workflow for processing. Support of and assist in loading and prepping Study Abroad PDF files into the proper workflow for processing.
Analyzes subject matter of documents to ensure accurate indexing for the DIWS. Approves the quality and accuracy of documents stored in the Imaging System. Performs image manipulation functions. Validates documents for release into the DIWS. Maintains and utilizes appropriate logs for all imaging work. Works cooperatively and jointly with Admissions, Registrar and International Student Services staff to improve operations, decrease turnaround times, streamline work processes, and provide quality seamless service to applicants. Assist in management of student workers to ensure completeness and accuracy of documents processed; highlighting the distinction between the documents, illustrating the intricate differences between each workflow and document class.
Handles special projects as assigned by supervisor. Assists with training of temporary staff during peak seasons. May assist with namesearching, assignment of UIN’s, and opening, prepping, and sorting of mail. May assist with large mailouts of admissions letters to prospective students as needed. May assist with batching of documents for storage and retention. Support of and assist in the development of Procedures Manuals used for training of new full time, student workers and seasonal staff members.
Prepares Admissions-related documents for intradepartmental and external routing (entities include academic colleges, academic departments, administrative departments, external entities to the university). Responsible for training of student workers and seasonal staff members in prepping of documents in the correct order and according to Imaging Procedures.
Performs other duties as assigned.