Document Scanner​/Indexer

Job Summary

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

Minimum Qualifications & Education

* High School Diploma

* One year of experience with mailroom operations in a professional environment

Preferred Additional qualifications

* Some college or other post-high school education

* Experience using document imaging software

Additional Eligibility & Qualifications (certificates, Special equipment)

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

Essential Duties & Responsibilities

* 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.

Knowledge, Skills, and Abilities

* 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

Core Competencies

* Teamwork

* Customer Service

* Accountability

* Communication

* Judgment and Decision Making

* Performance Management

Work Environment

The work is typically performed in an office environment.

Physical demands of the job

* 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.

Additional Information

* Agency Logo:

* Requisition

* Number of Openings: 1

* Shift: Day Job

* Posting End Date:
Apr 21, 2026