Document Processing Coordinator

California State University, Sacramento; Sacramento (CA); On-site; USD 51,000 - 75,000; Full time

Job summary

California State University, Sacramento seeks a lead position in Imaging Data Processing to coordinate the prep and processing of student records across multiple offices, including Admissions & Outreach, the Office of the University Registrar, and Financial Aid.

The role requires guiding student assistants, maintaining data integrity, and applying imaging/workflow knowledge to ensure accurate document handling in a fast-paced, on-site environment.

Qualifications

• Experience with document imaging processes and electronic transcripts in high-volume settings.
• Ability to upload, scan, index, verify and perform quality control of scanned images.
• Ability to develop, create, and deliver training documentation of processes and procedures.
• Strong organizational, time-management and teamwork skills.

Responsibilities

• Lead work direction and coordinate tasks of student assistants.
• Coordinate prep and processing of student records across Admissions & Outreach, Registrar, Financial Aid, and related offices.
• Ensure data integrity and efficient processing of documents in a high-production environment.
• Provide training and support to staff on imaging workflows and procedures.

Skills

Document imaging

Data entry

Training others

Time management

Teamwork

Problem solving

Education

High school diploma or equivalent

Tools

OnBase Workflow

OCR software

PeopleSoft

MS Word

Excel

Job description

Job no: 562959
Work type: Staff
Location: Sacramento
Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Administrative, Probationary, Full Time, On-site (work in-person at business location)

Priority Application Deadline: Wednesday, October 28th @ 11:55pm PST(Posting will remain open until filled)

Hiring Preference

Eligible on-campus applicants in California State University Employees Union (CSUEU) Bargaining Units 2,5,7, and 9 will be given first consideration in the recruitment.

Position Summary

Department/Unit Information:

Imaging Data Processing department supports essential processes for admissions, graduation, transfer credit evaluation, student success, student services and Financial Aid. The department works with highly confidential student data and is required to process documents and information in a very efficient and effective manner under competing deadlines and constantly shifting priorities.

Imaging Data Processing is responsible for the integrity and quality of thousands of document images delivered through various sources. The department evaluates and tests updates for current technologies and document imaging systems to ensure successful implementation. It serves as a point of contact to numerous offices who require assistance with all aspects of imaging: utilization/understanding/interpreting/locating documents. It is also responsible for documentation and training.

Specific Position Summary

This position is essential due to the high demand for imaging processes with a high volume of coordination for prep and processing of student records at Admissions & Outreach, The Office of the University Registrar, Financial Aid, International Programs & Global Engagement, Veterans Success Center, Student-Athlete Resource Center, and Disability Access Center areas.

This position serves staff in various offices where incoming student transcripts, student records, and financial aid documents are part of their processes providing all the groundwork for them. Under the lead work direction of the Student Records Data and Systems Specialist, this position is responsible for providing lead work direction and coordinating the work of a number of student assistants.

FLSA:Non-Exempt (Eligible for overtime compensation)

Anticipated Hiring Range:$4,595.00 per month

CSU Classification Salary Range: $4,595.00 per month (Step 1) -$6,694.00 per month (Step 20)

Salary step placement will be determined based on relevant qualifications and professional experience.

Recruitment Type: Regular (Probationary)

Time Base:Full-Time

Work Hours:Monday-Friday, 8am-5pm. Work hours may vary depending on operations.

General knowledge of data processing systems and their use, data processing procedures, basic programming elements and computer terminology.

Ability to lead and train others; understand, interpret, and apply policies and procedures; follow oral and written directions; communicate effectively; and analyze situations accurately and take effective action.

Experience

Equivalent to three years of experience in the performance of general office clerical work, two years of which shall have involved journey-level data control activities. In addition, education above the high school level may be substituted for up to one year of required general clerical experience on the basis of either, (a) one year of general education being equivalent to six months of experience, or (b) one year of education of a business, commercial, or data processing nature being equivalent to one year of experience.

Knowledge / Skills / Abilities

• Demonstrated understanding of document imaging process, electronic transcripts (and other academic data), data exchange and uploads, and business process workflows for multiple administrative departments.
• Ability to understand and use different applications and technologies (e.g. OnBase Workflow and Imaging, optical character recognition (OCR) software, PeopleSoft) and be able to perform multiple tasks such as: uploading data, scanning, indexing, verification, and quality control of scanned images.
• Ability to develop, create, and deliver training documentation of processes and procedures.
• Demonstrated ability to understand current processes and workflows and be able to analyze them to recommend changes to increase efficiency and effectiveness.
• Good organizational and time management skills.
• Ability to work independently as well as collaboratively in a team environment.
• Ability to troubleshoot and resolve scanning and data entry issues.
• Ability to work in a high-production environment and coordinate workloads.
• Commitment to maintaining a welcoming and inclusive work environment with diverse colleagues and constituents including faculty, students, staff, and members of the community.

Conditions of Employment

Satisfactory completion of the background check process.

Preferred Qualifications

• Knowledge involving document imaging, process coordination for Financial Aid, Admissions and Outreach, and Registrar’s Office functions or a broad background in document imaging workflow analysis and the development and testing of new processes in a high volume setting.
• Knowledge of PC-based applications including but not limited to Microsoft Word, Excel, Outlook, and Internet Explorer. CMS PeopleSoft (Common Management System), Hyland OnBase system, TS130 PS electronic transcript uploads, and/or a general understanding of databases and data security.
• Knowledge of the electronic transcript delivery methods, such as e-transcript California, Parchment, SPEEDE, National Clearing House, EDI Smart, or e-Scrip-Safe.
• Knowledge of OnBase Advance Capture and OCR software, high performance Flat Scanners, indexing and/or committing scanned document batches.
• Experience training and providing lead work direction to student assistants.
• Comprehensive knowledge of the university infrastructure, policy, and procedures.

Documents Needed to Apply

Resume and Cover Letter

Failure to upload required documentation may result in disqualification.

Sacramento State is located in the heart of California’s capital city, five miles from State Capitol.

The lush, 300-acre park-like campus is situated along the American River, close to numerous bike trails and other recreational areas. Sacramento, also known as the "Farm-to-Fork Capital," is one of the most ethnically diverse and livable cities in the country, with a population of half of a million.

“As California's capital university, Sacramento State transforms lives by preparing all students to lead, serve, and succeed. We are committed to our designations as a Hispanic Serving Institution, an Asian American Native American Pacific Islander Serving Institution, and a Black Serving Institution, and to intentionally serving students reflective of these designations and all students who have been historically underserved in education.”

As evidenced by the values embedded in our Hornet Honor Code , Sacramento State is committed to creating an inclusive environment where all faculty, staff, students, and guests are welcome and valued. Our commitment is more than simply ensuring that our campus is free from bias and discrimination, but is one devoted to celebrating many diverse identities, life experiences, and perspectives that enrich our community, teaching and learning.

Equal Employment Opportunity

California State University, Sacramento is an Affiliated Organization of the University and has a strong institutional commitment to the principle of diversity in all areas. We consider qualified applicants for employment without regard to race, color, religion, national origin, age, sex, gender identity/expression, sexual orientation, pregnancy, genetic information, medical condition, marital status, veteran status, or disability. Sacramento State hires only those individuals who are lawfully authorized to accept employment in the United States.

Jeanne Clery Campus Safety Act Notification

Pursuant to the Jeanne Clery Campus Safety Act, the current Annual Security Report (ASR) is available for viewing at https://www.csus.edu/clery.

The ASR contains the current security and safety-related policy statements, emergency preparedness and evacuation information, crime prevention and sexual assault prevention information, and drug and alcohol prevention programming. The ASR also contains statistics of CleryAct crimes for Sacramento State for the last three (3) calendar years. Paper copies are available upon request by emailing the Clery Director at [e-mail].

Education Code 89521 Requirements

Applicants will be required to disclose whether they have received a final administrative decision or final judicial decision determining that they have committed sexual harassment within the last 7 years only after a determination is made that they meet the minimum qualifications for the position, and before an offer of employment is extended. Applicants who reach the final stages of the application process must also sign a release form that authorizes the release of information by the applicant’s current and/or former employers to the CSU concerning any substantiated allegations of misconduct.

Out of State Employment

Sacramento State, as part of the CSU system, is a State of California Employer. As such, the University requires all employees (up)on date of hire to reside in the State of California.

Candidate must furnish proof of eligibility to work in the U.S. California State University, Sacramento is not a sponsoring agency for staff and management positions (ie. H-1-B Visa).

Note to Applicants

Possession of the minimum qualifications does not guarantee an interview unless required by collective bargaining agreement.