Administrative Specialist II / Document Specialist III - 193691

South Carolina DDSN; South Carolina; On-site; USD 42,000 - 54,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

Long-term disability

Life insurance

Vacation & sick leave

13 paid holidays

Retirement plan

Employee Assistance Program (EAP)

Job summary

South Carolina DMV in Blythewood, SC seeks a Document Specialist III to manage scanning workflows and ensure data accuracy across state records. You will operate Kodak/Kofax, verify data in Phoenix and the Docs Open System, and mentor Administrative Specialists.

The role requires attention to detail, strict confidentiality, and the ability to train junior staff. This on-site position offers a stable government benefits package and opportunities for process improvement.

Qualifications

• High school diploma or equivalency required.
• Experience with scanners and document workflows preferred.
• Must maintain confidentiality per policies.
• Ability to train Administrative Specialists.

Responsibilities

• Scan batches using Kodak and Kofax for 66 SC branches.
• Ensure accuracy and confidentiality of PII.
• Verify transactions in Phoenix and Docs Open System.
• Provide mentoring to Administrative Specialists Level I/II.
• Open/sort mail and prepare documents for scanning.
• Perform routine scanner maintenance and basic support.

Skills

Attention to detail

Confidentiality

Mentoring

Team player

Punctuality

Education

High school diploma or equivalency

Tools

Kodak Scanner

Kofax

Phoenix

Edocs

Job description

Do you have experience in Data Quality and Record keeping? Are you detail oriented? If so, we may have an opportunity for you! The SCDMV is currently looking to hire a dynamic Document Specialist to join our team.

This position is located in the Imaging / Scanning Unit at SCDMV Headquarters in Blythewood, SC.

Responsibilities of a Document Specialist III

• Expert of all functions of the Kodak scanner, as well as the Kofax scanning software.
• Scans prepared batches of work both internally and externally, including South Carolina Traffic Tickets, Accident Reports, and Dealer EVR's, from all 66 Branch Offices within the State of South Carolina as well as Headquarters.
• Uses extreme confidentiality and follows SCDMV Policies & Procedures to ensure all PII is protected.
• Expert of Kofax software, quality control all scanned documents looking for illegible documents, overlaps, miss-feeds and merged transactions, as well as verifying information on coversheet matches supporting paperwork is complete. Uses Phoenix to verify transactions and make minimal corrections.
• Pulls errors that need more extensive research and places in designated area. Runs work through validation, correcting any errors and releases scanned work into Docs Open System.
• Using Phoenix, and Edocs, verifies batch has been completely released into the Docs Open System and places scanned work in destruction bins.
• Expert at providing maintenance and ensuring proper working functions of the Kodak scanner including daily cleaning as well as changing consumables.
• Performs first tier of mechanical support as well as Kofax software support by troubleshooting issues that arise with scanner or software.
• Trains/mentors Administrative Specialists Level I and Level II.
• Using Phoenix and Received Mail log sheet, locate work not scanned yet for phone and email inquiries. Performs minor research to correct errors found. Create and print new coversheet.
• When needed, opens, sorts and verifies incoming mail. Prepares work for scanning.
• Performs other job-related duties as required by management team.

Minimum Requirements

• A high school diploma or equivalency.

Agency Requirements

• Must complete a nationwide criminal background check to include finger printing.

Additional Requirements

• Proficient in basic computer hardware, software, and other office equipment. Ability to prioritize work effectively and efficiently with attention to detail. Has working knowledge of pertinent SCDMV policies and regulations. Mentors and trains Administrative Specialists.
• Punctuality and avoidance of excessive absences is required. Must develop and maintain good working relationships with other personnel and be a team player.
• Works under general supervision examining documents.
• Responsible for ensuring accuracy of processing of all SCDMV forms, internally/externally while performing all processes completely in order to place work in destruction bins.
• Must practice extreme confidentiality in researching customer transactions - following all SCDMV Policies & Procedures.
• Requires sitting for prolonged periods and significant time spent at computer. Prolonged periods of standing while sorting paperwork is also required.
• Must be able to bend, stoop, and lift 50lbs.
• May be required to work extended hours outside of the normal scheduled work week, with limited notice.
• This position is a Tier III position.

Agency Preferred

• A high school diploma and two (2) years of related job experience.
• Must be physically able to lift 50 pounds, including opening large boxes of incoming mail and delivering to appropriate sections as well as placing large batches of completed paperwork in large destruction bins and locking them.

What’s in it for you?

At the SCDMV you get to be part of an exceptional team and diverse culture that nurtures mutual success for our customers, employees and our communities. We give you the tools to be successful; all you need to do is bring your best ideas, your energy and a desire to develop your skills, experience and career.

The South Carolina DMV offers a robust and competitive benefits program.

• Health, dental, vision, long term disability, and life insurance for employees, spouse and children (also available for temporary employees working over 30 hours per week).
• 15 days annual (vacation) leave per year
• 15 days sick leave per year
• 13 paid holidays
• State Retirement Plan and Deferred Compensation Programs (optional for Temporary Employees)
• An exceptional Employee Assistance Program (EAP) at no cost to the employee or members of their household.

Additional Comments

The Department of Motor Vehicles is committed to providing equal employment opportunities to all applicants and does not discriminate on the basis of race, color, religion, sex (including pregnancy, childbirth, or related medical conditions, including, but not limited, to lactation), national origin, age (40 or older), disability or genetic information.

Supplemental questions are considered part of your official application. Any misrepresentation will result in your disqualification from employment. Please complete the state application to include all current and previous work history and education.

Applicants must be legally authorized to work in the United States without the need for employer sponsorship, now or at any time in the future.