] Office of Human Resources - Montgomery County Public Schools

OFFICE OF HUMAN RESOURCES AND DEVELOPMENT → CLASSIFICATION → ELECTRONIC IMAGING ASSISTANT

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Electronic Imaging Assistant

MONTGOMERY COUNTY PUBLIC SCHOOLS CLASS DESCRIPTION
OFFICIAL TITLE: Electronic Imaging Asst CODE: 5448 SQ/OQ: Senior Qualified
WORKING TITLE: Electronic Imaging Assistant GRADE: 12 MONTHS: 12
SUMMARY DESCRIPTION OF CLASSIFICATION: Under direction, manage the inflow of mail and convert paper documents to digital images and import them into the Document Imaging System; operate computer programs that process, convert and upload documents; and coordinate the document retrieval process between user departments. The work of the class involves strong exposure to database modeling, organized document coordination, control and tracking; identifies, retrieves & produces documentation upon demand; electronic scanning and archiving of all documentation for the division and other projects as requested. The unit generates large volumes of invoices and sensitive documents on a daily basis requiring considerable work organization, monitoring, planning and quality control to ensure accurate and timely completion which is crucial to the operation of the whole division. Work requires the skilled use of computers, calculators, and other office equipment.
MINIMUM QUALIFICATION STANDARDS
KNOWLEDGE, SKILLS, AND ABILITIES: Considerable knowledge of the organization, functions and operations of Montgomery County Public School. Must have the ability to meet production deadlines and goals in a high volume, fast paced environment. Ability to work and meet production deadlines and goals in high volume, fast paced environment is required.The individual must be highly accurate to insure subsequent retrieval of the documents according to defined locators. The individual should have the ability to take responsibility for and perform tasks independently as well as in a team environment. Must demonstrate ability to pay attention to detail and high level of accuracy and to maintain confidentiality concerning financial records. Ability to exercise independent initiative to perform both original and recurring assignments. Must be able to make decisions in accordance with established procedures and practices, and exercise judgment in the absence of clear directives. Must have strong computer skills, have experience with MS Office, PDF conversion and scanners. Requires excellent oral, written and human relations skills. Knowledge of and the ability to meet the seven core competencies of the Supporting Services Professional Growth System (SSPGS).
EDUCATION, TRAINING, AND EXPERIENCE: High School or GED diploma required. College level course work in business and commercial subjects preferred. Experience in performing accounts maintenance and related accounting work. One plus years of general office experience required. Training in workstations, MS Office Products, PDF Conversion and Scanning preferred. Experience with document imaging systems preferred. Other combinations of applicable education, training, and experience, which provide the knowledge, abilities, and skills necessary to perform in the position, may be considered.
CERTIFICATE AND LICENSE REQUIREMENTS: None
PHYSICAL DEMANDS: (Special requirements such as lifting heavy objects and frequent climbing.) Ability to lift boxes up to 40 pounds periodically required.
SPECIAL REQUIREMENTS: (Frequent overtime or night work required, etc.) Must be able to work long hours as demanded by workload, including attendance at meetings.
OVERTIME ELIGIBLE: Yes

EXAMPLES OF DUTIES AND RESPONSIBILITIES:

Responsible for opening mail, sorting documents into appropriate document types, distributing, indexing and preparing all incoming documentation for payment process.
Prepare documents for scanning: remove staples, paper clips, repair torn documents with tape or by copying a new page.
Sort documents into approved order, inserting a batch cover sheet including batch number, and separator sheets.
Adjust proper settings of scanner and software controls.
Scan documents through scanner, viewing quality of the scanned image.
Index batches and individual documents by entering required data to link documents to individual accounts for future retrieval.
Complete imaging processes within identified timeframes for each document.
Operate and maintain complex imaging equipment.
Prepare documents for post scan storage or recycling.
Perform all job tasks with accuracy to ensure retrieval.
Identify Third Party suppliers for exception processing which requires: sorting by payer, scanning into the document imaging system, batching documents into the payer¿s folder for processing.
Maintain quality control to ensure that accounting transactions comply with financial policies and procedures.
Maintain inventory files. Maintain a filing system for all financial documents.
Provide internal and external administrative support in order to ensure effective and efficient office operations. Answer phone, mail, and walk-in inquiries; research questions; provide information.
Performs related work assignments as required.
Class Established:
Date(s) Revised: 7/09
Last Reviewed:

This description may be changed at any time.