Document Retention Specialist (Hybrid)

Job Description:

Document Retention Specialist (Hybrid) Primary Duties & Responsibilities Job Summary: Consolidates all of the paperwork from accounts payable, general ledger, and cash management activities for uploading into OnBase. With each of the department's sections having unique output, the specialist will need to have a basic overall understanding of the department. Pickup and delivery of the documents to and from scanning will be a daily requirement. Once the documents have been scanned and retrieved, the specialist will be responsible for assigning keywords to each document. Accounts payable invoice backups require an additional Excel-based process in order to upload secondary keywords into OnBase. Basic filing will also be routine. The specialist will receive the department's mail and work submissions from the centralized General Accounting mail area. It will then be their responsibility to distribute the documents to the appropriate people.

Daily Duties:

• Prepares all General Accounting scan jobs for image indexing. This includes accounts payable, general ledger, and cash management.
• Duties include being trained in specific roles as a backup to support General Accounting units. This will include being trained on specific roles as a backup.
• Coordinates delivery and pickup of all scan jobs from the scanning department.
• Indexing keywords in the document filing system OnBase for accounts payable, general ledger, abandoned property and cash management.
• The Lawson Business Intelligence reporting system will be utilized to extract invoice data that will subsequently linked to the existing scans. This is done with a custom upload process that accounts payable utilizes.
• Daily auditing must be done in order to assure accuracy and completion. This is particularly important in accounts payable due SOX controls that are associated to posted disbursement authority payment limits.
• Secure and handle Concur payable checks. Ensure checks are delivered or picked up timely.

Periodic Duties:

• Weekly
  • File temporary paper copies in appropriate order.
• Monthly
  • Destroy paper copies that have exceeded 3 month retention period.
  • Manage and maintain paid check copy CDs. Inventory and upload monthly disks when received from the banks.
  • Retrieve and upload paid check copy files from each disbursement bank.

Occasional Duties:

• Coordinate new scan processes for General Accounting with the OnBase administration team.

Required Skills

• Intermediate Microsoft Excel skills
• Strong 10 key skills (essential)
• Knowledge of OnBase or related document processing software
• Excellent written and verbal communication skills

Required Knowledge & Experience

• High school diploma or equivalent.
• Two years of related office experience including Accounts Payable