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Records & Administrative Services Specialist

4 months ago

Grand Forks, United States Alerus Financial Full time
Description

Position Summary:
The Records & Admin Services Specialist is responsible for supporting enterprise data management and administrative services. This position assists with records management as well as producing and routing customer communication and fulfillment mailings, check printing, web document control, and mail services. This position will maintain a client focus and will partner with and support departmental and business unit quality, service, and compliance goals.

Job Function 1: Process Support - 60%

  • Manage electronic documents, faxes and emails.
  • Process checks and package/mail as applicable.
  • Coordinate mailings from across the enterprise
  • Assist with duplicating, stuffing, lamination, binding, etc.
  • Prep hard copy documents for imaging, which includes identifying the document by visual recognition.
  • Operate scanner and Nautilus software to image paper documents with acute attention to quality of image.
  • Index documents into Nautilus with strict attention to detail of keyword metadata entered.
  • Timely pickup, processing, and delivery of all incoming mail and packages at assigned locations.
  • Prepare outgoing overnight and ground packages.
  • Order supplies as needed.
  • Maintain processes for quality control and document integrity, resulting in destruction of paper document upon process completion, where authorized to do so.
  • Develop and maintain Records and Administrative Services procedures.
  • Provide clear communication to internal clients regarding project turnaround times and/or standard service levels.
  • Maintain and improve the daily workflow plan to ensure timely completion of all projects.
  • Assist internal departments with records and administrative services related processing inquiries.
  • Assist in identifying exceptions and collaborate with senior specialists or supervisor to resolve.

Job Function 2: Team Support - 25%

  • Provide primary and backup coverage on processes, as needed.
  • Participate in team meetings by providing insight, contributions, and feedback.
  • Assist with team or company-wide projects, as required.
  • Create, update, and maintain written procedures in Alerus procedure (R&R) database.
  • Identify and implement process improvements that enhance the client experience and build scale.
  • Other duties as assigned.

Job Function 3: Professional & Personal Development - 15%

  • Maintain up-to-date knowledge of all systems & processes that pertain to the position.
  • Maintain compliance knowledge of regulations, policies, and procedures.
  • Actively pursue continuing education, reading, and self-development to enhance skills.
  • Complete regulation, compliance, and additional training as assigned.
  • Build solid working relationships with team members across the organization.

Position Requirements:
Qualifications:

  • Excellent client service skills.
  • Solid computer skills.
  • Strong attention to detail.
  • Ability to adapt to a fast-paced, changing environment.
  • Good written/oral communication and organizational skills.
  • Ability to effectively coordinate daily workload with assigned special projects.
  • Satisfactory attendance/punctuality.
  • Available to work overtime to cover peak workloads and meet daily workload schedules.

Personal Characteristics:

  • Foster a positive work environment and support co-workers in achievement of departmental goals
  • Excellent time management, organizational, and multitasking skills.
  • Personal desire to produce a quality product and attention to detail.
  • Personal initiative in maintaining and learning new skills.
  • Ability to maintain confidentiality.
  • Exhibit positive and enthusiastic attitude.
  • Display professional appearance and communication practices.

Physical Demands - Must be met with or without a reasonable accommodation:

  • Extended periods of time sitting, standing, bending, or reaching.
  • Ability to operate a personal computer/laptop for approximately 8 hours per day.
  • Extended time is spent reviewing physical and electronic documents.
  • The employee is occasionally required to stand, walk, reach with arms and hands, climb or balance, and to stoop, kneel, crouch or crawl. Vision abilities required by this job include close vision.
  • Routinely may do lifting of up to 40 pounds.
  • Will spend most of time in an indoor environment.

Alerus Financial is an Equal Opportunity Employer of women, minorities, protected veterans and individuals with disabilities.



Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR 60-1.35(c)