Document Imaging Specialist
Pathfinder Bank, Oswego, NY, United States
Document Imaging Specialist
Join a team that values your expertise and your community. At Pathfinder Bank, you are more than an employee. You are a valued member of a team that takes pride in helping local businesses and communities grow. When you join us, you become part of a people-first culture built on respect, development, and service. We offer: Competitive compensation and benefits, including health coverage, 401(k) with company match, and generous paid time off A commitment to career growth and internal mobility A community-focused culture with paid volunteer opportunities A supportive team that values your contributions Position Summary: As a Document Imaging Specialist, you will play a key role in maintaining the integrity, accuracy, and accessibility of the bank's digital records. This position is responsible for converting paper documents into organized electronic files within the document imaging system while ensuring compliance with regulatory, security, and data protection standards. You will support critical pre- and post-scanning functions, including document preparation, scanning, indexing, and quality control. This role collaborates across departments to support document management processes and ensure records are accurate, secure, and readily accessible. Essential Functions: Manage document imaging workflow to ensure timely and accurate conversion of paper records into electronic format Prepare, sort, and organize documents prior to scanning, ensuring completeness and proper order Scan documents using high-volume equipment while monitoring for errors such as misfeeds or image issues Index and categorize documents accurately, assigning correct data fields, accounts, and document types Perform quality control checks to ensure images are clear, complete, properly aligned, and accurately indexed Maintain compliance with all bank security, privacy, and regulatory requirements Handle sensitive customer and financial information with a high level of confidentiality and discretion Track processing volumes and maintain required logs and documentation Retrieve documents for audits, reviews, and internal requests in a timely and accurate manner Maintain organized workspaces and ensure proper storage or destruction of documents in accordance with retention policies Collaborate with team members to meet productivity and accuracy standards Support document storage and destruction processes in accordance with regulatory guidelines Adhere to Document Management policies, standards, and internal controls Requirements: High school diploma or equivalent required One year of experience in document imaging, records management, or administrative support preferred 13 years of experience in a banking, financial services, or operations environment preferred Proficiency 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 professionalism and discretion Ability to work independently, with strong attention to detail and accuracy Ability to maintain productivity while performing repetitive tasks, with a high level of concentration Understanding of confidentiality and data security best practices Foundational knowledge of customer, deposit, and loan documentation, as well as imaging concepts preferred Ability to learn and apply regulatory and compliance requirements Preferred Qualifications: Bachelor's degree in Business, Information Systems, Finance, Computer Science, or a related field preferred Relevant banking or records management certifications preferred Working knowledge of document imaging systems, core banking platforms, and lending or deposit operations preferred Proficiency in Microsoft Office products, including Excel, Word, Outlook, and Adobe Experience with reporting tools, dashboards, or process automation tools preferred
Join a team that values your expertise and your community. At Pathfinder Bank, you are more than an employee. You are a valued member of a team that takes pride in helping local businesses and communities grow. When you join us, you become part of a people-first culture built on respect, development, and service. We offer: Competitive compensation and benefits, including health coverage, 401(k) with company match, and generous paid time off A commitment to career growth and internal mobility A community-focused culture with paid volunteer opportunities A supportive team that values your contributions Position Summary: As a Document Imaging Specialist, you will play a key role in maintaining the integrity, accuracy, and accessibility of the bank's digital records. This position is responsible for converting paper documents into organized electronic files within the document imaging system while ensuring compliance with regulatory, security, and data protection standards. You will support critical pre- and post-scanning functions, including document preparation, scanning, indexing, and quality control. This role collaborates across departments to support document management processes and ensure records are accurate, secure, and readily accessible. Essential Functions: Manage document imaging workflow to ensure timely and accurate conversion of paper records into electronic format Prepare, sort, and organize documents prior to scanning, ensuring completeness and proper order Scan documents using high-volume equipment while monitoring for errors such as misfeeds or image issues Index and categorize documents accurately, assigning correct data fields, accounts, and document types Perform quality control checks to ensure images are clear, complete, properly aligned, and accurately indexed Maintain compliance with all bank security, privacy, and regulatory requirements Handle sensitive customer and financial information with a high level of confidentiality and discretion Track processing volumes and maintain required logs and documentation Retrieve documents for audits, reviews, and internal requests in a timely and accurate manner Maintain organized workspaces and ensure proper storage or destruction of documents in accordance with retention policies Collaborate with team members to meet productivity and accuracy standards Support document storage and destruction processes in accordance with regulatory guidelines Adhere to Document Management policies, standards, and internal controls Requirements: High school diploma or equivalent required One year of experience in document imaging, records management, or administrative support preferred 13 years of experience in a banking, financial services, or operations environment preferred Proficiency 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 professionalism and discretion Ability to work independently, with strong attention to detail and accuracy Ability to maintain productivity while performing repetitive tasks, with a high level of concentration Understanding of confidentiality and data security best practices Foundational knowledge of customer, deposit, and loan documentation, as well as imaging concepts preferred Ability to learn and apply regulatory and compliance requirements Preferred Qualifications: Bachelor's degree in Business, Information Systems, Finance, Computer Science, or a related field preferred Relevant banking or records management certifications preferred Working knowledge of document imaging systems, core banking platforms, and lending or deposit operations preferred Proficiency in Microsoft Office products, including Excel, Word, Outlook, and Adobe Experience with reporting tools, dashboards, or process automation tools preferred