ELECTRONIC RECORDS SPECIALIST I

Dollar Bank, FSB; Canton (OH); On-site; USD 25,000 - 39,000; Full time

Job summary

Dollar Bank, FSB is seeking an Electronic Records Specialist I in Canton, OH to manage electronic storage of records, scan and parse documents, and oversee the custody of paper loan files in the vault. The role supports mail flow and document retrieval, requiring accuracy and independent work ethic.

The position emphasizes attention to detail, strong communication, and the ability to lift 25–30 pounds as part of moving paper files. Overtime may be required in peak periods.

Qualifications

• High School Diploma or GED required.
• Excellent interpersonal skills and professional manner.
• Proficient computer skills and math aptitude required.
• Basic knowledge of document scanning, parsing and committing.
• Ability to identify loan documentation for the purposes of scanning and parsing loan documents preferred.
• Must be able to manage time efficiently, prioritize tasks, meet deadlines, and work independently with minimal supervision
• Must have excellent written, and verbal communication skills
• Must have strong propensity for detail and organization to sort files, correspondence, loan documentation, prioritize workload, and follow-up on outstanding files.
• Position will require lifting and moving boxes. Must be able to repeatedly lift at least 25-30 pounds.
• Ability to stand on feet for long periods of time required
• Data entry accuracy of at least 35 npm.

Responsibilities

• Scan and parse wet signed documents for all retail loans originated, closed/funded or acquired by the Bank into the appropriate application.
• Establish the collateral file to house the collateral documents, i.e., original note, recorded security agreement if available, etc.
• Process and scan daily payoffs for the payoff department to satisfy the loan without passing any paper.
• Makes decisions relative to destruction of the storage of the wet signed documents at the time of payoff for items that were scanned at servicing setup.
• Maintains file tracking system to track files and documents taken out.
• Collects each department's out-going mail and applies postage via an automated postage machine and delivers it to the pick-up destination according to the assigned schedule.
• Completes the second review on critical documents scanned by other departments before committing the document in the document management system.
• Handles phone inquiries in a courteous and professional manner.
• Maintains an awareness of operational procedures and policies and utilizes this knowledge in the day-to-day operations of the department.
• Retrieves any files paper files and paper notes when requested or returned.
• Monitors the length of time files have been out and circulates reminders to have them returned.
• Responsible for boxing files, documents, and miscellaneous records for shipping to offsite storage.
• Responsible for all scanning assigned to the department.
• Overtime may be required

Skills

Excellent interpersonal skills

Professional demeanor

Proficient computer skills

Math aptitude

Time management

Standing for long periods

Heavy lifting 25-30 lbs

Attention to detail

Data entry accuracy 35 npm

Independent work

Verbal and written communication

Education

High School Diploma or GED

Job description

The Electronic Records Specialist I is responsible for the tasks associated with the electronic storage of records and documents. The tasks include scanning, parsing and/or indexing in the division-wide document management system. This position also performs the tasks associated with the flow of the company's mail which could impact the daily duties of another department if the assigned priorities and deadlines are not properly completed. This position is responsible for the custody of all paper loan files and original notes in the document vault. This includes tasks associated with delivery and retrieval of files and original promissory notes that are in paper format.

Qualifications

• High School Diploma or GED required.
• Excellent interpersonal skills and professional manner.
• Proficient computer skills and math aptitude required.
• Basic knowledge of document scanning, parsing and committing.
• Ability to identify loan documentation for the purposes of scanning and parsing loan documents preferred.
• Must be able to manage time efficiently, prioritize tasks, meet deadlines, and work independently with minimal supervision
• Must have excellent written, and verbal communication skills
• Must have strong propensity for detail and organization to sort files, correspondence, loan documentation, prioritize workload, and follow-up on outstanding files.
• Position will require lifting and moving boxes. Must be able to repeatedly lift at least 25-30 pounds.
• Ability to stand on feet for long periods of time required
• Data entry accuracy of at least 35 npm.

Principal Activities/Objectives

• Scan and parse wet signed documents for all retail loans originated, closed/funded or acquired by the Bank into the appropriate application.
• Establish the collateral file to house the collateral documents, i.e., original note, recorded security agreement if available, etc.
• Process and scan daily payoffs for the payoff department to satisfy the loan without passing any paper.
• Makes decisions relative to destruction of the storage of the wet signed documents at the time of payoff for items that were scanned at servicing setup.
• Maintains file tracking system to track files and documents taken out.
• Collects each department's out-going mail and applies postage via an automated postage machine and delivers it to the pick-up destination according to the assigned schedule.
• Completes the second review on critical documents scanned by other departments before committing the document in the document management system.
• Handles phone inquiries in a courteous and professional manner.
• Maintains an awareness of operational procedures and policies and utilizes this knowledge in the day-to-day operations of the department.
• Retrieves any files paper files and paper notes when requested or returned.
• Monitors the length of time files have been out and circulates reminders to have them returned.
• Responsible for boxing files, documents, and miscellaneous records for shipping to offsite storage.
• Responsible for all scanning assigned to the department.
• Overtime may be required

All employees have the responsibility and the accountability to serve as risk managers for their businesses by understanding, reporting, responding to, managing, and monitoring the risk they encounter daily as required by Dollar Bank's risk management program. Compliance with regulatory laws and company procedures is a required component of all position descriptions.