Document Imaging Specialist

County-of-Sonoma-; Santa Rosa (CA); Hybrid; USD 68,000 - 83,000; Full time

Benefits offered by this job

Hybrid Telework

Salary advancement

Paid time off

Health benefits

Retirement plan

Parental leave

Professional development

Public Service Loan Forgiveness

Job summary

County of Sonoma’s Economic Assistance Division seeks a Document Imaging Specialist to ensure accurate, timely imaging of documents and maintenance of electronic records. You will lead workflows, provide guidance, and train staff on imaging systems and procedures, ensuring data integrity and confidentiality across county operations.

The role emphasizes collaboration with diverse teams, attention to detail, and effective problem-solving, with hybrid telework and a competitive benefits package as

Qualifications

• Experience with electronic content management systems.
• Familiarity with records management concepts.
• Strong communication across diverse backgrounds.
• Ability to train staff and provide technical direction.
• Attention to detail for accurate data entry and recordkeeping.

Responsibilities

• Process, scan, index, and image documents.
• Review imaged documents for accuracy and completeness.
• Coordinate daily workflows to ensure timely imaging and records processing.
• Provide lead-level technical guidance and direction to staff.
• Train staff in imaging procedures, systems, equipment, and processes.
• Identify and resolve technical or workflow issues affecting accuracy.
• Maintain the integrity, accessibility, and confidentiality of records.
• Assist with implementing consistent procedures and quality-control practices.

Skills

Content management

Records management

Communication

Staff guidance

Relationship building

Scanner hardware

Tools

Imaging software

Indexing systems

Microsoft Office

Job description

Grow your career with the County of Sonoma.

Become a Document Imaging Specialist with the Economic Assistance Division!

Starting salary up to $36.26/hour ($75,678/year) plus a competitive total compensation package!*

The Document Imaging Specialist in the Economic Assistance Division of the Human Services Department is responsible for ensuring the accurate, timely, and efficient processing and maintenance of electronic records that support County operations. They will provide lead-level technical guidance, coordinate workflows, and help ensure work is completed accurately and consistently. Additional responsibilities include:

• Processing, scanning, indexing, and electronically imaging documents
• Reviewing imaged documents and related work for accuracy, completeness, quality, and timeliness
• Coordinating and prioritizing daily workflows to ensure imaging and records-processing work is completed efficiently
• Providing lead-level technical guidance and direction to staff performing document imaging and related functions
• Training and assisting staff in imaging procedures, systems, equipment, and established work processes
• Identifying and resolving technical or workflow issues that may affect the accuracy or efficiency of document processing
• Maintaining the integrity, accessibility, and confidentiality of electronic records
• Assisting with implementing and maintaining consistent procedures and quality-control practices

The ideal candidate will possess many of the following:

• Experience working with electronic content management systems and social services organizations
• Familiarity with the concepts related to records management
• The ability to communicate effectively and work with individuals from a variety of social, cultural, and economic backgrounds
• Experience providing guidance and support to staff, including taking initiative in addressing concerns
• The ability to develop rapport and maintain cooperative relationships
• Experience working with hardware such as scanners
• The ability to identify issues and take appropriate steps to resolve them
• Strong attention to detail to ensure accurate data entry and recordkeeping

About the Human Services Department (HSD)

As the largest agency in Sonoma County government, the Human Services Department’s mission is to build upon strengths, as we bridge clients to opportunities through responsive safety-net services. We work to protect vulnerable children and adults, to help people rise above poverty and thrive in our community, and to promote maximum independence and well-being for individuals and families. HSD is responsible for child and adult protective services, veteran services, and administration of state and federal programs, including CalFRESH, CalWORKs, Medi-Cal, and In-Home Supportive Services. The department is dedicated to providing responsive, client-focused services so that all in our community can live freely chosen lives up to their full potential throughout their lifespan. The core values that drive our work are dignity, humility, integrity, responsiveness, partnership, and belonging.

HSD fosters a positive work environment, where our commitment to providing opportunities for advancement is strengthened by a robust staff development program. We believe in the merits of work/life balance and enjoy the satisfaction of knowing that our work contributes to the betterment of our community.

The Department works collaboratively at the federal, state, and local levels to find creative solutions to support the well-being of individuals, families, and the community. To meet that goal, the department has fostered strong relationships with other public and private sector partners, including other government agencies, community-based organizations, and business leaders. For more information regarding HSD's services please visit http://sonomacounty.ca.gov/Human-Services.

What We Offer

Working at the County of Sonoma offers expansive opportunities for growth and development, the ability to be a part of a challenging and rewarding work environment, and the satisfaction of knowing your contributions work to better our shared community. You can also look forward to flexible work arrangements and excellent benefits* including:

• Hybrid Telework - A schedule that meets the needs of our staff, department operations, and the communities we serve may be available depending on the assignment
• Salary Advancement- A salary increase after 1,040 hours (6 months when working full-time) for good work performance; eligibility for a salary increase for good performance every year thereafter, until reaching the top of the salary range
• Paid Time Off- Competitive vacation and sick leave accruals, 12 paid holidays, and an additional 8 floating holiday hours per year
• County Paid Health Premium Contributions- 100% premium contribution for the majority of employee-only and employee + family health plan options
• Post-Retirement Health Reimbursement Arrangement- County contributions to help fund post-retirement employee health insurance/benefits
• Retirement- A pension fully integrated with Social Security
• Paid Parental Leave - May be eligible for up to 8 weeks (320 hours) after 12 months of County employment
• Additional Benefits- Excellent dental, vision, disability, life insurance, employee assistance program, professional development, and more
• Student Loan Debt Relief- County employees may be eligible for Public Service Loan Forgiveness through the U.S. Department of Education

*Salary is negotiable within the established range. Benefits described herein do not represent a contract and may be changed without notice. Additional information can be found in Service Employees International Union Local 1021 Memorandum Of Understanding (SEIU MOU) and our Employee Benefits Directory.

This recruitment is currently being conducted to fill a full-time Document Imaging Specialist position in the Economic Assistance Division of the Human Services Department. This employment list may also be used to fill future full-time, part-time, or extra-help (temporary) positions as they occur during the active status of the list. Qualified candidates who wish to be considered for future positions should consider applying to this recruitment.

Application submissions require the Supplemental Questionnaire to be completed.

Experience and Education: Any combination of education and work experience that would provide an opportunity to acquire the knowledge and abilities listed herein. Normally, this would include the ability to read and write English and perform arithmetic computations at a level for satisfactory job performance and two years of experience working in an office environment, including experience imaging and indexing documents using computer equipment and programs.

License: Possession of a valid driver's license at the appropriate level including special endorsements, as required by the State of California, may be required depending upon assignment to perform the essential job functions of the position.

The position advertised on this announcement does not require possession of a valid California Driver’s License.

Considerable Knowledge of: clerical and department work practices, procedures, priorities and policies related to the preparation, reproduction, imaging, indexing, maintenance, and filing of official County records and documents; imaging and indexing computer software, equipment, and related programs; operating and maintenance procedures for imaging equipment, and indexing systems; the Microsoft Office suite of software programs.

Working knowledge of: safety precautions; practices and processes for the reconciliation of scanned files and indices.

Ability to: train, and provide technical direction to others; adapt to change; use independent initiative and discretion in organizing work, carrying out instructions, and resolving problems and deviations within the scope of established policies; perform assignments independently, efficiently, and accurately; understand and adhere to written and oral instructions; operate equipment, and prepare documents accurately and efficiently; review and adjust scanned images and indices for clarity and accuracy; perform a variety of repetitive, continuous tasks; accurately and quickly file by alpha and/or numbers; maintain records; operate and maintain imaging equipment and indexing systems; learn and observe safety precautions; perform arithmetic computations; work cooperatively with others, especially as a member of a team; establish and maintain effective working relationships with the representatives of other departments and agencies and the general public; communicate effectively.

• Your application information and your responses to the supplemental questions are evaluated and taken into consideration throughout the entire selection process.
• You should list all employers and positions held within the last ten years in the work history section of your application. Be as thorough as possible when responding to the supplemental questions.
• You may include history beyond ten years if related to the position for which you are applying. If you held multiple positions with one employer, list out each position separately.
• Failure to follow these instructions may impact your competitiveness in this process or may result in disqualification.

Please visit Getting a Job with the County of Sonoma to review more detailed information about the hiring process, including the application process, examination steps, and department selection process.

Responses to supplemental questions may be scored using position-specific criteria. Please provide specific and detailed responses of a reasonable length to allow for a thorough assessment of your qualifications. Responses that state, "See Resume" or "See Application" may be considered insufficient and therefore may not be scored.

Application and Supplemental Questionnaire Appraisal Examination (weight 100%) will be conducted to evaluate each applicant’s application and supplemental questionnaire for satisfaction of minimum qualifications (pass/not pass); and for educational coursework, training, experience, knowledge, and abilities which relate to this position. Personally identifiable information (PII) is removed from the standard application fields and applicable attachments. This PII blind screening practice redacts a candidate’s personal information that could potentially influence or bias the scoring process. Personal information includes the applicant’s name, former last name, address, phone number, email, driver’s license number, school name, education start and end dates, age, date of birth, gender, and race.

Each applicant will be evaluated based on the following criteria: Relevance of work history, related experience, and achieved level of education and/or training as described in the application and responses to the supplemental questions.

The selection procedure will consist of the following examination: An Application and Supplemental Questionnaire Appraisal Examination (weight 100%) will be conducted to evaluate each applicant’s application and supplemental questionnaire for satisfaction of minimum qualifications (pass/not pass); and for educational coursework, training, experience, knowledge, and abilities which relate to this position. Personally identifiable information (PII) is removed from the standard application fields and applicable attachments.

A background investigation may be required prior to employment. Candidates referred to departments for a selection interview are typically required to sign authorization and release forms enabling such an investigation. Failure to sign prescribed forms will result in the candidate not being considered further for that vacancy. Reference information will not be made available to applicants.

Additional requirements, such as successful completion of a physical exam, drug screen, etc., may apply, depending on the duties and responsibilities of the position. If you receive a conditional job offer for the position, the requirements upon which the offer is contingent will be outlined in the conditional job letter. You may also review the Job Classification Screening Schedule to determine the requirements for this position.

We are committed to having a diverse workforce that is representative of the communities we serve. We are proud to be an Equal Opportunity Employer where all aspects of employment are based on merit, competence, performance, and business need.

HR Analyst: EP
HR Tech: VH