Digital Document Specialist

Opensity Solutions • Indianapolis, IN

11d

About The Position

As a Digital Document Specialist, you will be responsible for performing all aspects of print production, ensuring efficient document management, sorting and delivering incoming and outgoing mail, and assisting in the effective management and organization of records within the organization. Your expertise in operating printing equipment, managing print workflows, and delivering high-quality print materials will play a crucial role in supporting our organization's day-to-day operations.

Requirements

• High school diploma or equivalent, college degree preferred
• Minimum 1 year of experience
• Ability to understand client inquiries and provide effective responses
• Experience in using Microsoft Office products and applications
• Understands the importance of delivering added value to clients
• Team player who can keep a positive attitude, motivate peers, and build relationships
• Ability to maintain confidentiality and security of any client information

Responsibilities

• Operate and maintain various printing equipment, including digital printers, copiers, and wide-format printers, to fulfill print requests.
• Review and prioritize print jobs based on deadlines and urgency, optimizing print production workflows for efficiency.
• Ensure accurate color calibration and adjust settings as needed to maintain print quality and consistency.
• Execute essential mail services, including accurate sorting and efficient distribution of interoffice mail, conducting scheduled internal runs, utilizing states-of-the-art postage equipment for precise mail metering, preparing specialized outgoing mail (certified, requested), and retrieving outgoing mail from designated internal areas.
• Identify legal documents and process according to document type and Firm policies
• Sort incoming records and prepare for scanning by removing all staples, clips, bindings etc.
• Ensure paper is smoothed and ready to scan
• Review digital images to ensure image quality and page accuracy
• Save and organize documents in the Firm's Document Management System
• Return documents that can’t be destroyed to the Records Department
• Assist with the destruction of documents by direction of Records Manager
• Assumes responsibility for maintaining the highest level of confidentiality of all firm records and files
• Perform thorough quality checks on printed materials to ensure accuracy, proper formatting, and adherence to brand guidelines.
• Collaborate with clients to review proofs and make necessary adjustments before finalizing print orders.
• Address any print-related issues promptly, such as paper jams, misprints, or image distortions.
• Provide excellent customer service to clients, addressing inquiries, offering guidance, and managing expectations throughout all processes.
• Communicate professionally and effectively with team members and clients, ensuring clear and timely updates on job status and completion timelines.
• Collaborate with other DDC specialists and departments to ensure seamless workflow and customer satisfaction.
• Actively participate in training programs, including the utilization of the Cornerstone platform, to enhance your knowledge and skills in the role of an Office Services Associate – Print

Benefits

• Medical insurance
• Dental insurance
• Vision insurance
• 401(k) retirement plan
• Paid Time Off (PTO)

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED