Document Scanning and Mailroom Supervisor

Location: South Quinn
# of Openings: 1


Position Summary:

Responsible for managing and directing the operations support scanning and mailroom department staff to ensure compliance with required deadlines, regulations and reporting requirements.  Delegates assignments, plans and allocates work to individuals assigned to perform scanning, data entry and mailroom tasks.  Responsible for ensuring that acceptable production and quality standards are maintained and employees adhere to Hawaii State FCU policies, procedures and legal requirements.  Assists in the development and implementation of policies and procedures and ensures that scanning and mailroom operations are completed in accordance with established standards and legal requirements.  Responsible for ensuring proper operations and maintenance of scanning and mailroom equipment (i.e., high speed scanners, high speed postage meter, letter folder/inserter and letter opener).    Responsible for the performance standards for individuals assigned to scan and  index documents, receive, sort and distribute incoming mail to company personnel and/or to designated drop-off points within established time frames.  Ensures proper postage is applied in preparing outgoing mail for delivery to the US Postal service.  Responsible for monthly/quarterly printing approvals for member statement, Safe Deposit Box notices and term share renewal validation.  Assumes responsibility for accuracy, timely service and results of the scanning and mailroom department functions.  Ensures that records are stored and retrieved and accordance with credit union and related legal standards. Responsible for researching exceptions related to scanning processes and errors.  Responsible for maintaining inventories of scanned records for document research and retrieval when necessary.  Participates in the developing of companywide scanning processes, electronic imaging and retrieval of documents or other information access systems. Provides suggestions for improvement to ensure processing effectiveness and efficiency are attained and delivered.  Professionally serves internal and external members and vendors.


  • At least five years of related experience in Document Scanning, Indexing and Mailroom Operations. 
  • Knowledge of scanning and mailroom operations, which includes archieve imaging, scanning, storage and retrieval policies, procedures and related functions. 
  • Knowledge of Imaging Systems processes and scanning equipment. 
  • Proficiency in a range of computer software applications (MS Word, Excel, etc.) as well as document imaging software.
  • Familiarity with electronic documents and workflows.
  • Familiarity with related laws and regulations as it pertains to records retention.
  • Knowledge of document control reports and scanning metrics.
  • Ability to supervise and train others.

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