Document Scanner/Indexer

Minimum Qualifications & Education

• High School Diploma
• One year of experience with mailroom operations in a professional environment

Preferred Additional Qualifications

• Some college or post‑secondary education
• Experience using document imaging software

Additional Eligibility & Qualifications

• Experience using high‑volume mail processors, folder/inserters, and other mailroom equipment

Essential Duties & Responsibilities

• Open, sort, date‑stamp, and separate incoming mail and documents for copying, scanning, or distribution
• Record receipt of specific document types and deliver to appropriate divisions within required timeframes
• Identify time‑sensitive legal documents and FOIA/open records requests and route promptly
• Prepare and examine documents prior to scanning to ensure clarity and legibility
• Scan and index documents by division, document type, and status with a high degree of accuracy
• Retrieve documents from sorting areas or other divisions for processing
• Prepare scanned documents for archival storage, including boxing and labeling
• Perform routine scanner cleaning and maintenance
• Communicate with internal and external customers; escalate issues to supervisor as needed
• Apply postage to outgoing mail and ensure timely courier pick‑up
• Deliver files, forms, and materials internally and externally
• Order and distribute office supplies; inventory forms, publications, letterhead, and envelopes
• Perform other related duties as assigned

Knowledge, Skills, & Abilities

• Basic knowledge of Microsoft Outlook, Word, and Excel
• Skill in using office equipment, including scanners and mail machines
• Strong problem‑solving and decision‑making abilities
• Effective oral and written communication skills
• Ability to work independently and collaboratively
• Ability to build and maintain effective working relationships at all organizational levels

 Core Competencies

• Teamwork
• Customer Service
• Accountability
• Communication
• Judgment & Decision Making
• Performance Management

Work Environment

Work is typically performed in an office environment.

Physical Demands

• Ability to remain seated for extended periods (6–8 hours/day) for computer‑based tasks
• Manual dexterity for typing, data entry, and document handling
• Ability to lift and carry boxes or document materials up to 40 lbs.
• Frequent repetitive wrist and hand motions when typing or scanning
• Ability to view computer screens for long periods and perform detail‑oriented work
• Standing, walking, bending, and reaching for file retrieval or storage
• Ability to operate typical office equipment, including scanners, printers, and copiers