Document Imaging Coordinator

AppleOne Employment Services; Novato (CA); On-site; USD 39,000 - 58,000; Full time

Job summary

AppleOne Employment Services seeks a detail-oriented Document Imaging Coordinator for a contract role in Novato, CA. You will manage imaging, archiving, retrieval, indexing, and quality control to ensure data integrity and regulatory compliance.

You'll collaborate with operations, compliance, audit and IT teams to optimize workflows, support audits, and maintain COLD reports and offsite records in line with procedures.

Qualifications

• 3 to 5 years of document management, imaging or banking operations experience.
• Experience with document imaging, archiving and retrieval processes.
• Strong knowledge of OnBase and archival systems.
• Familiarity with SQL and banking operation systems (FIS Core).
• Advanced MS Excel skills and VBA for reporting.

Responsibilities

• Manage imaging, archiving, retrieval, indexing and quality control.
• Monitor workflows to meet deadlines, accuracy and compliance.
• Maintain COLD reports, statements and offsite records.
• Support system enhancements, testing and process improvement projects.
• Assist audit requests, compliance needs and operational reporting.
• Provide support for document management systems and banking records.

Skills

Document imaging

Archiving

Records management

Banking operations

OnBase

SQL

FIS Core System

Excel

VBA

Attention to detail

Tools

OnBase / Optima Archival System

SQL

FIS Core System

Microsoft Excel

VBA

Microsoft Query

User Forms

Job description

Job Summary

We are seeking a Document Imaging Coordinator for a contract opportunity in Novato, CA. This role is ideal for a detail-oriented banking professional with strong document management, imaging, archival, and records management experience.

In this position, you will support a dynamic banking environment by ensuring documents are accurately captured, stored, retrieved, and maintained in accordance with internal standards and regulatory requirements. You will work closely with operations, compliance, audit, and technology teams to improve document workflows, maintain data integrity, and support efficient access to critical records.

This opportunity offers the chance to contribute to a well-structured, compliance-focused environment where accuracy, teamwork, and process improvement are valued. The right candidate will enjoy working with supportive internal partners, solving operational challenges, and helping maintain reliable document management systems across the organization.

Key Responsibilities

• Manage document imaging, archiving, retrieval, indexing, and quality control processes.
• Monitor daily document workflow to ensure production deadlines, accuracy standards, and compliance requirements are met.
• Maintain document storage, COLD reports, statements, and offsite records in alignment with records management procedures.
• Support document management projects, system enhancements, testing, and process improvement initiatives.
• Partner with internal teams to support audit requests, compliance needs, issue resolution, and operational reporting.
• Provide technical and operational support related to document management systems and banking records.

Required Qualifications and Skills

• Manage document imaging, archiving, retrieval, and records management functions.
• Monitor production workflows and ensure document quality, accuracy, and compliance.
• Support system enhancements, reporting, audit requests, and process improvement projects.
• Maintain COLD reports, statements, offsite records and related document storage processes.
• 3 to 5 years of relevant experience in document management, imaging, records management, or banking operations.
• Experience working in a banking environment.
• Advanced knowledge of OnBase, including the Optima Archival System.
• Working knowledge of SQL and FIS Core System.
• Familiarity with FOS Statement Output Service and banking operations.
• Strong Microsoft Office skills, including Excel, Word, Outlook, VBA, Microsoft Query, and User Forms.
• Strong attention to detail with the ability to maintain document integrity and regulatory compliance.
• Excellent communication, organization, analytical, and problem-solving skills.
• Ability to manage deadlines, prioritize workflow, and collaborate effectively with internal teams.

Preferred Qualifications

• Prior experience supporting audit, compliance, or regulatory documentation requests in a financial services or banking environment.
• Experience participating in document management system upgrades, workflow improvements, or archival process enhancements.
• Strong technical aptitude with the ability to troubleshoot document management and reporting issues.

Equal Opportunity Employer / Disabled / Protected Veterans

The Know Your Rights poster is available here: https://www.eeoc.gov/sites/default/files/2023-06/22-088_EEOC_KnowYourRights6.12.pdf

The pay transparency policy is available here: https://www.dol.gov/sites/dolgov/files/ofccp/pdf/pay-transp_%20English_formattedESQA508c.pdf

For temporary assignments lasting 13 weeks or longer, AppleOne is pleased to offer major medical, dental, vision, 401k and any statutory sick pay where required.

We are committed to working with and providing reasonable accommodations to individuals with disabilities. If you need a reasonable accommodation for any part of the employment process, please contact your staffing representative who will reach out to our HR team.

AppleOne participates in the E-Verify program in certain locations as required by law. Learn more about the E-Verify program.

https://e-verify.uscis.gov/web/media/resourcesContents/E-Verify_Participation_Poster_ES.pdf

We also consider for employment qualified applicants regardless of criminal histories, consistent with legal requirements, including, if applicable, the City of Los Angeles’ Fair Chance Initiative for Hiring Ordinance. Pursuant to applicable state and municipal Fair Chance Laws and Ordinances, we will consider for employment-qualified applicants with arrest and conviction records, including, if applicable, the San Francisco Fair Chance Ordinance. For Los Angeles, CA applicants: Qualified applications with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act.