Document Imaging Specialist at Pathfinder Bank – Oswego, New York

POSITION SUMMARY

The Document Imaging Specialist is responsible for converting paper documents into accurate, well-organized digital records within the bank’s document imaging and storage systems. This role plays a critical part in ensuring the integrity, confidentiality, and accessibility of customer and bank records, adhering to regulatory and security requirements while also enhancing customer experience. The Document Imaging Specialist will perform critical pre and post scanning functions including sorting, preparing, scanning hard copy records, and indexing key data into the document imaging system to ensure a quality image and accurate data capture. The position may collaborate across all business units—lending, operations, accounting, audit, security, and risk—to align documentation digitization initiatives with organizational goals.

ESSENTIAL FUNCTIONS / KEY RESPONSIBILITIES

• Oversees the document imaging workflow to ensure timely, accurate conversion of paper-based documents into electronic format while maintaining the integrity and accessibility of customer and account information and adhering to regulatory requirement and departmental standards
• Process, prepare, sort, and organize paper documents, ensuring completeness and proper order, and scans physical documents into the document imaging system within specified timeframes while meeting productivity and accuracy expectations
• Scan documents using high-volume scanners and imaging software according to bank standards, monitoring the scanning process for misfed documents
• Index and categorize scanned documents accurately using defined data elements, ensuring each document is assigned to the correct entity, account and document type within the document imaging system
• Perform quality control checks on all pages within a scanned batch, making necessary edits to documents before submitting for electronic storage by ensuring scanned images are clear, legible, and properly aligned; the correct number of documents (pages) has been scanned; documents are correctly indexed
• Comply with all bank security, privacy, and regulatory requirements
• Handle sensitive customer and financial information confidentially, in accordance with policies and procedures
• Track document processing volumes and maintain accurate logs as required
• Assist with retrieval of documents for audits, reviews, or internal requests utilizing Pathfinder Bank's digital and/or paper filing systems to retrieve files or specific documents, then deliver this information to appropriate department, employee, or location according to guidelines, efficiently resolving inquiries
• Maintain a clean and organized work area and properly store or dispose of documents per retention policies
• Collaborate with team members and supervisors to meet productivity and accuracy goals
• Assists with storage of scanned documentation and eventual destruction according to departmental and regulatory document retention guidelines
• Adheres to Document Management policies, standards, and process controls

• One year prior experience in document imaging, records management, or administrative support preferred
• 1-3 years experience working in a banking, financial services or operations related environment is a plus
• Proficient with scanners, document imaging systems, and basic computer applications
• Strong organizational skills with the ability to manage multiple priorities and deadlines
• Excellent written and verbal communication skills with a high degree of professionalism and discretion
• Proven ability to work independently with minimal supervision and understand the importance of detail and accuracy in data entry and processing
• Ability to work at a sustained pace to meet production rates while handling repetitive tasks, maintaining high quality standards and a high level of concentration
• Understanding of confidentiality and data security best practices
• Foundational understanding of customer, deposit, loan documents and document imaging concepts
• Ability to learn and apply regulatory and compliance requirements

EDUCATION, CERTIFICATIONS & TECHNICAL SKILLS

• High school diploma or equivalent required, Bachelor’s degree in Business, Information Systems, Finance, Computer Science, or a related field preferred
• Other relevant banking related certifications preferred
• Strong working knowledge of document imaging, core banking platforms, lending and deposit operations tools preferred
• Proficiency in Microsoft Office products, including Excel, Word, Outlook, as well as Adobe required
• Ability to work with reporting tools and operational dashboards preferred
• Familiarity with automation tools and system-based process improvements preferred