Production Document Specialist

Overview

Summary. The Production Document Specialist (“PDS”) provides general administrative and clerical support for the operational production teams. The PDS will be responsible for managing documents received for processing and cataloguing, including organizing, identifying, imaging and logging all original recordable documents, supporting documents and copies of recorded discharges received via mail, fax and email. The PDS will also manage mail received by the business, sorting, distributing, and processing mail and packages. Additionally, the PDS may support other department projects related to document management processes.
Responsibilities

Receives and sorts mail and deliveries and notifies appropriate parties of such deliveries.
Scans documents received through mail and uploads them to the appropriate file in the system to continue processing through the workflow.
Responsible for outgoing mail and packages.
Serves as the site delivery service admin, responsible for adding/removing employees and running reports.
Coordinates with postage vendor for the postage machine and system.
Demonstrates an aptitude to understand various mortgage related documents and how they relate to specific orders in the system.
Navigates online land record indexes or makes phone calls to clerk’s offices to obtain file related information.
Is proficient in all document recording processes, including e‑recording platforms.
Manages assigned tasks on a timely basis, prioritizing workload in order of importance.
Provides miscellaneous administrative and office support.
Participates in special projects as needed and requested.
Qualifications

Must have working knowledge of title and settlement services, as well as the corresponding documents used in real estate transactions.
Knowledge of online land records and how to navigate those sites.
Understanding of document recording procedures and familiarity with e‑recording platforms.
Must have excellent organizational skills, attention to detail, and superior time management.
Must be proficient in Microsoft applications such as Excel, Word, and Microsoft Outlook.
Knowledge and ability to operate office equipment such as copiers, fax machines, printers, phone systems and scanners.
Must be able to positively interact with people on a daily basis, be punctual and reliable.
Education: High school graduate or higher.
Experience: Minimum of 6 months experience in customer service or administrative field. Some experience in title or mortgage industry preferred.
Compensation and Benefits

Benefits include medical, dental, vision and a 401(k) plan.
Hourly pay: $16.97 – $19.47.
Working Conditions

Work is performed in a climate‑controlled indoor administrative office setting. This position is 100% on site and cannot be performed remotely. The noise level in the work environment is usually quiet to moderate.
Physical Demands

Employee is regularly required to communicate and frequently remains stationary. Occasionally required to stand, walk, use hands to finger, handle or feel, reach with hands and arms, stoop, kneel, crouch or crawl, and must occasionally lift or move 10 pounds.
Vision: Close and distance required with ability to see objects in presence of glare or bright lighting (e.g., computer screen). Speech/Hearing: Frequently interacts with management, vendors, coworkers, industry constituents, clients and the public.

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