Document Processing Specialist

Document Processing Specialist POSITION PROFILE

Provides operations functions in one or all of the following areas: operates high volume duplicating, production, sorting, mailing, or bindery equipment, performs associated copying tasks, ships and receives product and supplies, sorts, distributes and handles incoming and outgoing mail/faxes, as well as applies necessary postage.

This role is focused on high-volume document preparation, scanning, and data entry in a structured, repetitive environment. The position supports on-site operations by processing physical files into digital formats according to strict customer specifications.

The Specialist will work in a sedentary, desk-based setting alongside a small team and on-site management. The majority of the day is spent preparing documents, scanning, indexing files, and entering data into Excel with a high level of accuracy and consistency.

This position reports directly to the Site Manager, Site Supervisor, or Assistant Site Manager.

Job Duties and Responsibilities

• Retrieve and transport physical files to designated processing areas
• Prepare documents for scanning (removing staples, organizing, separating pages, etc.)
• Scan individual documents according to specific customer requirements
• Perform high-volume data entry and indexing into Excel or other systems
• Ensure accuracy and completeness of scanned files and entered data
• Conduct quality checks and basic audits of processed documents
• Count, track, and organize boxes and files throughout the workflow
• Maintain organized workstations and proper file handling procedures
• Work consistently within a repetitive, process-driven environment
• Collaborate with on-site team members and management to meet daily production targets
• Perform basic troubleshooting of scanning equipment (e.g., clearing jams)
• Maintain logs and records related to work completed
• Assist with general administrative or operational tasks as needed
• Follow all data handling and confidentiality guidelines

Qualifications (Education, Experience and Certifications)

• Requires high school diploma or GED and 1-2 years of related work experience.
• Some related copy job experience is preferred.
• May require valid driver's license and minimum levels of auto insurance coverage per Ricoh.
• Demonstrate competency in basic computer skills including proficiency in MS Office Suite

KNOWLEDGE, Skills And Abilities

• Prior experience in data entry, document processing, or office support preferred
• Comfortable working in a repetitive, process-oriented role for extended periods
• Proficiency with computers, including Microsoft Excel and data input systems
• Strong attention to detail and accuracy
• Ability to work independently and as part of a small team
• Good organizational and time management skills
• Ability to follow structured procedures and customer-specific instructions

Working Conditions, MENTAL AND PHYSICAL DEMANDS

• Requires frequent exposure to copier/fax machine noise, toner and changes in room temperature and may be exposed to frequent paper cuts from the handling of paper and opening of boxes.
• Requires exposure to various weather conditions when walking is necessary between buildings and exposure to location equipment can present opportunities for injury or accidents.
• Makes daily telephone/in-person contact with customers, employees, managers and/or Dispatch Department and occasional telephone contact with vendors and equipment repair people.
• Dealing with tight deadlines and quick turnaround times imposes high stress levels.
• Some physical effort is required which may involve long periods of standing, walking, bending, reaching, stretching, climbing or similar activities as well as lifting or moving items weighing up to 50 lbs. and in pushing or pulling machines on wheels, which may weigh up to 400 lbs., in order to move for repairs. Walking between buildings may be necessary.

The above statements are intended to describe the general nature and level of work being performed by people assigned to this job. They are not intended to be an exhaustive list of all responsibilities, skills, efforts or working conditions associated with a job.