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 ID: ADM0JET * Number of Openings: 1 * Shift: Day Job * Posting End Date: Apr 21, 2026

Created: 2026-04-02