Document Specialist

About ECE
Celebrating over 40 years of success, ECE is one of the most well-known and respected names in comparative international education. Our main product, an educational credential evaluation, is a report used by counselors, recruiters, registrars, and admissions officers in the U.S. and elsewhere to determine how the academic history of a foreign-educated individual matches up to American grading scales and standards. As the demand for talented professionals has increased around the world, hiring managers have increasingly relied on the expertise of ECE to review the credentials of employees. ECE is a medium-sized nonprofit organization with just over 100 employees.

Summary

The Document Specialist is responsible for scanning physical documentation and processing electronic documentation into our document repository. Identifies document metadata, which will be used in our evaluation and other processes.

Essential Duties and Responsibilities
As a Document Specialist, no two days are ever the same, but a typical day will most likely include the following responsibilities:

Manage physical and electronic scanning queues and prioritize appropriately. Adhere to performance standards for the processing of documents.

Use a proprietary ECE system for updating customer information and for retrieval of information. Update order status and log communication to support the production process.

Following documentation and metadata guidelines, identify key feature forensic characteristics for physical documents. Capture electronic documents via various types of website portals and other means of electronic submission and assign metadata.

Physical document scanning preparation – review, sort, and separate documents. Operate scanning equipment and utilize scanning software. Ensure that all documents have been captured completely and accurately including size, color, content.

Maintain document metadata in Laserfiche as needed.

Manage retention of electronic files after expiration.

Other duties may be assigned as determined by ECE and supervisor.

This job has no supervisory responsibilities.

Competencies
We are a great place to work and care about our employees, so we want to make sure to highlight a few basic items of what we expect:

Problem Solving - Identifies and resolves problems in a timely manner, gathers and analyzes information skillfully.

Organization - Prioritizes and plans daily work activities according to importance, maintains an orderly and logical organizational system for work.

Quality - Demonstrates accuracy and thoroughness by completing administrative tasks correctly and in a timely manner, monitors own work to ensure quality, demonstrates attention to detail.

Dependability - Follows instructions, completes tasks on time or notifies appropriate person with an alternate plan.
Initiative - Volunteers readily, asks for and offers help when needed.

Quantity - Meets productivity standards, completes work in a timely manner, strives to increase productivity, works quickly.

Time Management - Prioritizes and plans work activities, uses time efficiently, changes approach or method to best fit the situation.

Skills/Qualifications
The good news is that we have a great training process, but here are a few skills you should have from the get-go. The requirements listed below are representative of the knowledge, skill, and/or ability required.

Education and/or Experience
High school diploma or general education degree (GED); or one to three months related experience and/or training; or equivalent combination of education and experience.

Computer Skills
To perform this job successfully, an individual should have knowledge of Database and Word Processing software, the Internet, and E-mail.

Foreign Language Skills
No foreign language skills are required for this position, however familiarity with a foreign language and/or foreign culture is preferred.

Mathematical Skills
Ability to count, add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.

Work Location
This is an in-office position. ECE’s office is a part of the Schlitz Business Park in downtown Milwaukee.

What does ECE offer?
ECE offers a competitive base salary and comprehensive benefits.
Compensation for this position is $15.21 - $19.66 per hour depending on experience and qualifications.

We believe balancing personal life and work life leads to engaged, productive, and satisfied employees. Many positions offer remote work opportunities and flexible scheduling options. The benefits package includes employer-sponsored life insurance and a rich 403b retirement plan contribution match in addition to health, dental, vision, flex spending account, and other voluntary insurance options. There are seven paid holidays annually and generous paid time off benefits in addition to flexible and/or remote work opportunities for qualified positions. Employees have opportunities to develop their professional skills through internal and external training.

Physical Demands & Work Environment
The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to sit; use hands and fingers, to handle or feel; reach with hands and arms and stoop, kneel, crouch, climb using a step ladder or stool. The employee is required to be mobile and walk. The employee must occasionally lift and/or move up to 20 pounds. Specific vision abilities required by this job include close vision.

The noise level in the work environment is usually moderate in volume.