American Credit Acceptance
Document Management Specialist
American Credit Acceptance, Spartanburg, South Carolina, United States, 29302
Overview:
Summary/ObjectiveThe Document Management Specialist is responsible for managing company files, folders, record databases and imaging processes in smooth and efficient manner. This position retrieves, sorts, and files all information. The Document Management Specialist will assist in file transfers between offsite record holders and ACA. He/she is accountable for answering all queries about business records.
Essential FunctionsReasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.File company records in alphabetical or numerical order or according to the filing system procedure.Retrieves, sorts, and files all information.Locate and remove material from file when requested.Understand and support company/departmental goals, objectives, policies & proceduresBe professional and courteous to all internal and external customersMaintain confidentiality and integrity of file room contentsAssist Team Leader with day to day operational requirementsFile materials into storage receptacles, such as file cabinets, boxes, bins, or drawers, according to classification information and in accordance with procedureEnter document identification codes into systems in order to determine locations of documents to be retrievedFind and retrieve information from files in response to requests from authorized usersScan or read incoming materials in order to determine how and where they should be classified or filedPlace new material to file records and create new records as necessaryAssign and record identification numbers or codes in order to index materials for filingKeep records of materials filed or removed, using logbooks or computersAnswer basic questions about records and filesPerform periodic inspections of materials or files in order to ensure correct placement, legibility, and proper conditionEliminate outdated or unnecessary materials, destroying them or transferring them to inactive storage according to retention policy set by companyEnsure file safety and inventory controlReview files for completeness and complianceManage file exceptions with appropriate operational departmentRelease files within timely mannerPrepare and distribute data reports detailing collateral file activityPlans, organizes, and prioritizes daily work loadReceives, prepares, scans, and indexes files in accordance with policy and procedureCommunicates problems effectively and promptly to managerProvides input into the development/revision of processes and proceduresSort or classify information according to guidelines such as content, purpose, user criteria, or chronological, alphabetical, or numerical orderPerform general office duties such as typing, operating machines, & supply managementGather materials to be filed from departments and employeesAssist other office workers as directedOther tasks as assigned
QualificationsHigh School Diploma or GEDOffice experience a plus, 2 years preferredCore administrative skills: Filing, Phone, Copier, Fax, Scanner, Mail, etc.Computer literate at an intermediate level; familiarity with Microsoft Office productsAbility to prioritize and manage multiple projectsDetail oriented and able to work at a steady pace without sacrificing qualityThink objectively and make sound judgmentsFlexibility to work independently or in a group environmentPositive attitude towards employees and customers alikeAbility to communicate clearly and concisely to individuals from various backgroundsMust be able to stand on your feet most of the dayMust be able to lift 10 - 20 pounds and move files as required
Supervisory ResponsibilityThis position has no supervisory responsibilities.
Work Environment and Physical DemandsThis job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. This position requires lifting up to 20 pounds and extended periods of sitting and standing.
Position Type/Expected Hours of WorkThis is a full-time position. Days and hours of work are Monday through Friday 8 a.m. to 5 p.m. or 9 a.m. to 6 p.m. with the possibility of weekends.
TravelNo travel is expected for this position.
EEO StatementACA provides equal employment opportunities (EEO) to all applicants for employment without regard to race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, disability, genetic information, marital status, amnesty, or status as a covered veteran in accordance with applicable federal, state and local laws. ACA complies with applicable state and local laws governing non-discrimination in employment in every location in which the company has facilities.
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.California Privacy Notice"As an employer of California residents, we are dedicated to protecting your privacy rights. Any personal information you provide during the application process will be used solely for permitted internal purposes and will be handled in accordance with applicable privacy laws. By applying to this position, you consent to the collection, use, and disclosure of your personal information as described in our Employee Privacy Notice."#LI-SA1
Summary/ObjectiveThe Document Management Specialist is responsible for managing company files, folders, record databases and imaging processes in smooth and efficient manner. This position retrieves, sorts, and files all information. The Document Management Specialist will assist in file transfers between offsite record holders and ACA. He/she is accountable for answering all queries about business records.
Essential FunctionsReasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.File company records in alphabetical or numerical order or according to the filing system procedure.Retrieves, sorts, and files all information.Locate and remove material from file when requested.Understand and support company/departmental goals, objectives, policies & proceduresBe professional and courteous to all internal and external customersMaintain confidentiality and integrity of file room contentsAssist Team Leader with day to day operational requirementsFile materials into storage receptacles, such as file cabinets, boxes, bins, or drawers, according to classification information and in accordance with procedureEnter document identification codes into systems in order to determine locations of documents to be retrievedFind and retrieve information from files in response to requests from authorized usersScan or read incoming materials in order to determine how and where they should be classified or filedPlace new material to file records and create new records as necessaryAssign and record identification numbers or codes in order to index materials for filingKeep records of materials filed or removed, using logbooks or computersAnswer basic questions about records and filesPerform periodic inspections of materials or files in order to ensure correct placement, legibility, and proper conditionEliminate outdated or unnecessary materials, destroying them or transferring them to inactive storage according to retention policy set by companyEnsure file safety and inventory controlReview files for completeness and complianceManage file exceptions with appropriate operational departmentRelease files within timely mannerPrepare and distribute data reports detailing collateral file activityPlans, organizes, and prioritizes daily work loadReceives, prepares, scans, and indexes files in accordance with policy and procedureCommunicates problems effectively and promptly to managerProvides input into the development/revision of processes and proceduresSort or classify information according to guidelines such as content, purpose, user criteria, or chronological, alphabetical, or numerical orderPerform general office duties such as typing, operating machines, & supply managementGather materials to be filed from departments and employeesAssist other office workers as directedOther tasks as assigned
QualificationsHigh School Diploma or GEDOffice experience a plus, 2 years preferredCore administrative skills: Filing, Phone, Copier, Fax, Scanner, Mail, etc.Computer literate at an intermediate level; familiarity with Microsoft Office productsAbility to prioritize and manage multiple projectsDetail oriented and able to work at a steady pace without sacrificing qualityThink objectively and make sound judgmentsFlexibility to work independently or in a group environmentPositive attitude towards employees and customers alikeAbility to communicate clearly and concisely to individuals from various backgroundsMust be able to stand on your feet most of the dayMust be able to lift 10 - 20 pounds and move files as required
Supervisory ResponsibilityThis position has no supervisory responsibilities.
Work Environment and Physical DemandsThis job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. This position requires lifting up to 20 pounds and extended periods of sitting and standing.
Position Type/Expected Hours of WorkThis is a full-time position. Days and hours of work are Monday through Friday 8 a.m. to 5 p.m. or 9 a.m. to 6 p.m. with the possibility of weekends.
TravelNo travel is expected for this position.
EEO StatementACA provides equal employment opportunities (EEO) to all applicants for employment without regard to race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, disability, genetic information, marital status, amnesty, or status as a covered veteran in accordance with applicable federal, state and local laws. ACA complies with applicable state and local laws governing non-discrimination in employment in every location in which the company has facilities.
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.California Privacy Notice"As an employer of California residents, we are dedicated to protecting your privacy rights. Any personal information you provide during the application process will be used solely for permitted internal purposes and will be handled in accordance with applicable privacy laws. By applying to this position, you consent to the collection, use, and disclosure of your personal information as described in our Employee Privacy Notice."#LI-SA1