eDocument Specialist

Under the direct supervision of the Supervisor, eDocument Management and following established procedures, works with most phases of document processing including but not limited to item processing, bank by mail check processing, share draft exception processing, remote deposit capture, document image archival, research, subpoenas and Federal Reserve Bank (FRB) adjustments. In addition, assists with the eDocument Analyst job responsibilities.

DIMENSIONS:

• Provides support to 26 branches, 32 departments, Member Service Center and 190,000 members.
• Supports branches utilizing branch capture solution to include troubleshooting of hardware and software, password resets and Check 21 operational questions.
• Participates and assists with or has working knowledge of image item processing, remote deposit capture, document scanning and archival, bank by mail transaction posting, automated bill pay portal (paper check conversions), share draft exception processing, encoding errors, duplicate check postings, check and statement retrieval, subpoena processing, FRB adjustments and other types of research pertaining to checks and documents.
• Responsible for having an understanding of FRB regulations, image item processing deadlines, Check 21 guidelines, document retention standards and general knowledge of DocuSign in order to support the product.
• Participates and assists with eDocument Analyst job duties.

Supervisory responsibilities:

The incumbent reports directly to the Supervisor, eDocument Management. There are no direct reports to this classification.

NATURE & SCOPE:

• Processes and balances on a daily basis all electronic member checks received from the FRB (inclearings). Processes electronically to the FRB all items received from members for deposit or cash (transit/branch capture) and all coupon credit cards payments, coupon loan payments, savings and checking deposits using image item processing solution.

• Processes automated bill payment transactions through a web portal converting transactions to ACH using daily established deadlines.

• Processes bank by mail check transactions affecting both member accounts and GL transactions. Posts check transactions received from the Lending Departments.

• Handles share draft exception processing on a daily basis with stringent deadlines. This includes decision-making on the paying/returning of checks written by our members.

• Processes electronic incoming returned deposited items on a daily basis. This includes COOP, Shared Branching and National Adjustment returns. Works closely with both Fraud and Accounting Departments.

• Processes electronic outgoing returned items on a daily basis ensuring established guidelines and timeframes are met.

• Performs daily review of remote deposit capture items to include both mobile and ATM images ensuring members account adjustments are handled timely. Works closely with the Fraud Department on this process.

• Answers department phone calls and email requests.

• Follows Check 21 guidelines to ensure check clarity and timeliness of daily import/export files to/from the FRB.

• Ensures daily reports are updated timely and accurately and works with the Accounting Department to resolve outstanding daily balancing issues.

• Monitors large item cases to include incoming returned items received through Fedline Web as well as providing signature verification for large items drawn by our members.

• Performs research pertaining to routine outstanding FRB issues and handles incoming bank letters pertaining to check adjustments.

• Monitors and completes research tickets received pertaining to but not limited to check copies, statement copies, posting errors and any adjustment related process necessary for the resolution of such research.

• Works in conjunction with Risk Management by providing requested documentation on all types of incoming subpoenas/warrants.

• Performs operational tasks of an eDocument Analyst for the scanning and indexing of documents using document image archival software. This includes data entry of pertinent member and document information used to retrieve and archive the imaged documents.

• Maintains working knowledge of credit union’s document guidelines, structure and the document archival software in order to be able to provide the maximum level of support to credit union staff. Maintains document retention tracking working with business unit owners and Compliance.

• Utilizes control logs to monitor own work to ensure accuracy, completeness and quality of all image archival processing. Looks for ways to improve and promote quality.

• Assists with automation of documents to include the indexing processes and the use of barcodes as needed. Researches solutions to streamline processes and move towards a paperless environment.

• Provides support to branches, MSC and Spectrum departments to include but not limited to troubleshooting with check scanning equipment, locating of documents and general check, document and DocuSign related questions.

• Maintains and cleans all item processing and document scanning equipment.

• Performs other duties as required.

Education, skills, & abilities:

The Eight Superpowers

1. Provides leadership through modeling of behaviors and bringing forward new ideas and new ways of doing things.

2. Demonstrates empathy, self-reflection, and adjustment of own behaviors, showing effective emotional intelligence.

3. Practices active listening in communications with others, giving someone full attention and listening to understand, not just respond.

4. Demonstrates grit, persisting in application of knowledge, skills, and behaviors to achieve goals and address obstacles.

5. Models intrinsic motivation; is self-driven to meet or exceed objectives, timelines, and quality measures while building and sustaining effective relationships.

6. Applies creative problem-solving to provide clarity, handle resources under one’s control, and address stressful situations; finds ways to meet individual, team, and member goals, by navigating through barriers.

7. Shares a diverse set of perspectives, work and life experiences, as well as religious and cultural differences. Actively seeks out differences in values, ideas, and priorities. Respects and value the differences of others, including but not limited to: national origin, language, race, color, disability, ethnicity, gender, age, religion, sexual orientation, gender identity, socioeconomic status, veteran status, and family structures. Believes a diverse workplace is essential to the company’s success.

8. Values and shows appreciating for the unique qualities and experiences of each person-inclusion; appreciates and effectively utilizes the talents and skills of others to achieve objectives; is open to the perspective of others; and encourages collaboration, flexibility and fairness. Makes each employee feel valued and supported for their unique qualities.

Other Education, Skills, and Abilities

• The experience as acquired from a high school diploma or equivalent plus two to five years financial institution experience.

• Experience working with Microsoft Applications such as Word, Excel and Outlook. Ability to effectively utilize Windows and browser-based desktop software and scanning equipment.

• Experience processing various exception reports, posting monetary transactions and performing file maintenance.

• Ability to communicate effectively, orally and in writing.

• Accurate data entry capability to include balancing and reconciling of work.

• Good organizational skills, detail orientation and the ability to handle multiple priorities to meet work deadlines. Able to work independently and under pressure.

• Ability to appear for work on time, follow directions from a supervisor, interact effectively with co-workers and members, understand and follow posted work rules and procedures and accept constructive criticism.

• Ability to operate standard business machines such as computer, scanner, printer, copier, fax, 10-key and telephonic devices. Experience working with document processing equipment is desirable.

MAJOR ACCOUNTABILITIES:

• Processes and balances all electronic/paper files by importing/exporting on a daily basis with the FRB.

• Processes check transactions via paper and web portal automation.

• Process both incoming and outgoing return items.

• Handles share draft exception processing.

• Handles review of remote deposit capture processes through web portal.

• Backup support for the scanning and indexing of documents using document image archival software while utilizing control logs to ensure accuracy, completeness and quality. Maintains document retention standards.

• Handles research, adjustments and subpoenas.

• Provides support to branches, MSC and Spectrum departments with eDocument Management related questions/issues.

PHYSICAL REQUIREMENTS:

• Excellent ability to communicate both verbally and in writing; ability to tolerate periods of continuous sitting and/or noise; ability to lift up to 10 lbs.

ENVIRONMENTAL CONDITIONS:

• Work is primarily performed within a cubicle office setting. Subject to moderate background noise found in an office/scanning environment.

Note: Staff is expected to perform various tasks, projects and administrative duties as assigned.

Management reserves the right to assign or change duties and tasks to this position at their discretion.

Salary Range

$21.0293 (min) - $26.2866 (mid)