Document Scanning And Imaging Supervisor

TEKsystems • Topeka, KS

7d • $21 - $25 • Onsite

About The Position

The Document Scanning and Imaging Supervisor is responsible for leading and overseeing a team of up to 15 staff responsible for document intake, scanning, imaging, indexing, and routing. This role ensures operational accuracy, compliance, staff productivity, and workflow efficiency. The Supervisor manages daily operations, staffing, scheduling, performance, and training while driving continuous improvement and maintaining high-quality standards for document processing.

Requirements

• Prior leadership experience required, including direct supervision of staff and team operations.
• Proven experience managing teams in a high-volume, production-oriented environment (document management, scanning, or records management preferred).
• Demonstrated ability to manage schedules, attendance, staffing, and daily operational workflows.
• Strong leadership, communication, coaching, and performance management skills.
• Experience with document imaging systems and workflow tools.
• Ability to develop and deliver training programs.
• Strong attention to detail, organizational skills, and commitment to quality assurance.
• Ability to analyze performance data and drive process improvements.
• Proficient in Microsoft Excel
• Knowledge of data privacy, confidentiality, and compliance standards.
• Must show consistency with meeting minimum production standards (100 + documents per day) while demonstrating initiative, accountability, and a genuine commitment to the quality and success of the work.
• Must demonstrate reliability by adhering to scheduled work hours and minimizing unplanned absences.

Responsibilities

• Supervise, lead, and manage the day-to-day operations of a team of up to 15 document processing staff.
• Develop staff schedules, manage attendance, approve time off, and ensure appropriate coverage to meet service level expectations.
• Monitor team productivity, workload distribution, and performance to ensure operational goals are met.
• Provide coaching, mentoring, and performance feedback; conduct performance evaluations and address performance issues as needed.
• Foster a high-performance, accountable, and team-oriented work environment.
• Oversee all scanning and imaging operations for documents received from mailroom vendors, including both incoming and outgoing materials.
• Ensure documents are accurately scanned, categorized, indexed, and uploaded into computer system.
• Ensure all documents are properly associated with the correct electronic case record at the time of imaging.
• Ensure downstream workflow tasks are created and completed following document processing.
• Oversee handling of returned mail, ensuring all contents (including envelopes) are scanned and processed appropriately.
• Establish and enforce strict quality control measures to ensure accuracy in scanning, indexing, and case association.
• Ensure compliance with document handling procedures, confidentiality standards, and regulatory requirements.
• Oversee re-indexing activities to ensure documents are properly categorized and attached to the correct case records.
• Ensure proper documentation, handling, and tracking of returned mail.
• Ensure all scanned documents are transferred to the mailroom vendor for retention per policy.
• Develop and maintain an approved tracking system to monitor document types scanned by date received, source of documents (mail, fax, etc.), and volume and disposition of processed documents.
• Analyze team performance metrics and operational data to identify trends, gaps, and opportunities for improvement.
• Implement process improvements to increase efficiency, accuracy, and turnaround times.
• Provide regular operational reports and updates to leadership.
• Lead the development and execution of a comprehensive training program.
• Create and maintain training materials, training plans, and training schedules.
• Ensure all staff are trained in document scanning and imaging procedures, indexing and re-indexing processes, and accurate association of documents with electronic case records.
• Provide ongoing training, coaching, and support to ensure staff maintain proficiency.
• Update training materials to reflect policy, process, or system changes.
• Provide monthly training schedules and ensure alignment with organizational and client expectations.
• Ensure effective use of related systems for document processing and workflow management.
• Maintain oversight of system access and ensure adherence to data security and privacy standards, including PHI/PII restrictions.
• Ensure staff properly utilize tracking tools and workflow systems.

Benefits

• Medical, dental & vision
• Critical Illness, Accident, and Hospital
• 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short and long-term disability
• Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation or Sick Leave)

What This Job Offers

• Job Type: Full-time
• Career Level: Manager
• Education Level: No Education Listed