Document Scanner​/Indexer

Under general supervision, this position performs technical duties associated with the mailroom and records management functions of the division and agency.

High School Diploma

One year of experience with mailroom operations in a professional environment

Some college or other post-high school education

Experience using document imaging software

Experience using high-volume mail processor, folder/inserter, and other mailroom equipment

Opens, sorts, date stamps, and separates incoming mail and other paper documents for copying, scanning or distribution in accordance with division and agency procedures.

Records receipt of certain types of items and documents, then notifies and delivers to appropriate division within the designated timeframe.

Reviews verbiage of incoming documents to identify special time‑sensitive legal documents and FOIA/open records requests and delivers them to divisions in a timely manner as per procedures.

Prepares and identifies documents prior to scanning; ensures legibility.

Scans and indexes documents based on division, document type, and status, maintaining a high level of accuracy.

Retrieves documents from mail sorting area and other divisions for scanning.

Prepares scanned documents for archival storage, boxes original documents, and notes scanning date range and division on each box.

Performs regular scanner cleaning to ensure scanned documents are legible.

Communicates with internal and external customers; notifies supervisor of customer‑related issues.

Collects and applies postage to outgoing mail; ensures daily pick‑up by external courier.

Delivers files, forms, publications, boxes to other divisions.

Delivers items to outside entities as needed.

Orders office supplies and delivers to other divisions as needed.

Inventories agency forms, publications, letterhead and envelopes as needed.

Performs other related duties as assigned.

Basic knowledge of Microsoft Outlook, Word, and Excel

Skilled in the operation of office equipment

Skilled in problem solving and decision‑making.

Skilled in oral and written communication

Ability to work independently and as part of a team

Ability to build and maintain effective working relationships with all levels of management and staff

Teamwork

Customer Service

Accountability

Communication

Judgment and Decision Making

Performance Management

The work is typically performed in an office environment.

Ability to remain seated for extended periods (up to 6–8 hours/day) while performing computer‑based work.

Manual dexterity required for typing, data entry, and handling paper documents.

Ability to lift and carry office materials such as file boxes, binders, or stacks of documents weighing up to 40 lbs. (18 kg).

Frequent repetitive hand and wrist motions when typing, scanning, or processing documents.

Ability to view computer screens for prolonged periods and perform detailed work requiring visual acuity.

Standing, walking, bending, or reaching to retrieve or store files or other items.

Ability to operate standard office equipment such as scanners, printers, copiers, fax machines.

• Requisition
• Number of Openings: 1
• Shift: Day Job
• Posting End Date:
  Apr 21, 2026