Imaging & Administrative Services Associate II

BANK OF MARIN•Novato, CA

13d•$22 - $32•Onsite

About The Position

Bank of Marin, voted by our employees as one of the “Best Places to Work” in the North Bay Business Journal, is seeking an Imaging & Administrative Services Associate II to join the Bank's Imaging & Administrative Services team onsite at our corporate office in Novato, California or Rancho Cordova, California. The Imaging & Administrative Services Associate is responsible for daily departmental operations, including processing daily reports, completing daily document quality control and review, performing password resets and profile unlocks in all non-critical applications, assisting with user application access, managing user audit schedule, maintaining user entitlements database, aiding in backend configuration of document management system and automated workflows, conducting offsite storage review and reporting, and supporting mail/package distribution. This role involves performing diverse operational and technical assistance, which includes monitoring daily workflow, reviewing and approving document management production, troubleshooting end-user application issues, and ensuring compliance requirements and deadlines are met. Daily user administration and document management duties must be efficiently executed. This position also serves as backup to the Imaging & Administrative Services Associate I and the Document Imaging Coordinator, as needed.

Requirements

2 – 4 years related experience and/or training.
Associate’s degree (A.A.) or equivalent from two-year college or technical school; or equivalent combination of education and experience and/or training.

Responsibilities

Apply extensive knowledge and skills in document imaging processes, including document creation, preparation, indexing, verification, workstation setup, and report generation, to support banking operations across various departments.
Demonstrate advanced expertise to proficiently navigate document management systems, retrieve auto-imaged and system documents through the application of document types, document type groups, and keyword-based retrieval techniques.
Deliver Tier 2 support to branch and department personnel in resolving complex issues involving resetting passwords, unlocking user profiles, managing user entitlements, and troubleshooting various non-critical applications, ensuring uninterrupted access to essential digital resources.
Quickly adapt to new technologies, proactively research and troubleshoot COLD storage in document management systems and server-based applications to ensure efficient data retrieval and smooth system operation.
Utilize daily report analysis to ensure accurate verification and identification, while maintaining efficient record-keeping standards, and manage the efficient and timely import and processing of daily reports generated by the core processor, satisfying the diverse needs of other departments.
Complete daily production and distribution of check-related items to the appropriate processing department including IRD/Chargebacks and interest checks, ensuring accurate and timely delivery to optimize operational efficiency and enhance organizational productivity.
Oversee cross-functional daily QA workflow, conduct comprehensive document and image reviews utilizing advanced keyword analysis techniques to ensure strict adherence to quality control standards across all departments.
Manage and update the user access roles and entitlements database to ensure compliance with current title-based task allocation and security protocols. Ensure timely processing and compliance by coordinating user access audits.
Perform precise accuracy checks on statement cycles by conducting thorough reviews of representative statement samples, while monitoring Service Level Agreements (SLA), Automated Document Factory (ADF), and Image Control reports with meticulous attention to detail.
Utilize advanced research methodologies to efficiently and accurately fulfill departmental requests for statements and images while maintaining strict confidentiality.
Process requests for the secure, long-term storage of documents and files through third-party vendor, as required. Ensure compliance with company document retention policies and procedures.
Develop and maintain technical proficiency in programming concepts and computer languages, including SQL, Power Query, and VBA, to configure electronic documents, generate reports, and streamline automated workflows.
Provide proactive assistance in efficiently managing incoming calls and monitoring departmental email inboxes, proactively triaging, and accurately routing incoming requests to ensure timely and satisfactory resolution.
Aid in proficiently digitizing paper and electronic documents into document management systems through ad-hoc uploads, specialized scanning equipment, Outlook integration, and efficient management of scan queues.
Provide backup support to all Imaging & Administrative Services Associate I functions.
Adhere to the designated notification process for effective communication of issues and errors, ensuring swift resolution by promptly escalating more intricate problems to the appropriate Imaging & Administrative Services personnel for resolution.
Provide support to fellow Imaging & Administrative Services personnel in managing substantial or exceptional workloads, ensuring the accurate and punctual completion of all tasks.
Other duties as needed or assigned.