Document Clerk

Ref ID: 05120-0012450115

Classification: Document Controller

Compensation: $16.00 to $18.00 hourly

8:30 am to 4 pm - Monday to Friday -37.5 hours
Less than 10 in the department

Process mail- 30% of time:
-Open and prepare mail in batches for Scanning. Observe the volume of mail received and determine the type of mail that needs to be scanned first

-Sort and prepare Policy Worked Mail and New Business in batches for Scanning

-Scan the prepared batches to appropriate queues. Verify each image for clarity. Rescan the batch if found unacceptable.

-Store the documents in the corresponding boxes for onward shipment to Iron Mountain

-Keep a record of the batches scanned and the movement of the boxes on excel spreadsheet in DMD folder

Index Documents to File- 20% of the the time:

-Ensure indexing procedures are followed accurately and quickly while monitoring progress against workload. Take immediate action to keep on track with workload processing. Advise supervisor and/or users as soon as there are challenges which potentially could jeopardize achievement of standards.

-Determine the type of scanned document and Index with the right category and sub category

-During high volume days prioritize the type of documents to be indexed before the others.

-Verify each document for good quality before indexing

-Contact the concerned Adjuster for setting up new claims and/or claimants if required.

Process Claims Cheques - 5% of time:

-Collect Claims Cheques from Corporate Accounting.
-Handover AB claims cheques over $ 25,000 to the supervisor and as and when asked by the concerned adjusters
-Handover premium refund over $ 500 cheques to CAD supervisor

Printing files: 5% of the time
-Print claim files as required by the adjusters
-Urgent requests to be printed first

Process E-Mitchell, CGI and Faxes- 5% of time:
-Access E-Mitchell and CGI websites to download CAA data and index it to the required claim/policy
-Index incoming faxes to claim and policy files.
-"Quik response" faxes printed and handed over to the concerned adjuster/supervisor immediately upon receipt
-Process E-mails and legal invoices to claims and policy files

Process Internal and Outgoing Mail - 25% of the time:
-Distribute Mail within the building
-Acess Tritech FTP site, download data, write barcode, print and insert policies. Maintain a list of policies printed but not mailed out as required by each group.
-Process Registered letters from CAD/ISCC/UW, Claims and accounting and maintain a record

Retrieve original documents- 5% of the time:
-Retrieve original documents as and when required by the adjusters

Scanner Maintenance- 5% of the time:
-Every morning clean scanners with transport cleaning sheets and the rubber rollers, Imaging Guides and sensors with pre-saturated pads.
-Caliberate scanner for colour and Black & White scanning by using DS 3000 Diagnostics.
-Read and determine acceptable results of performance.
-Watch for Indications and warning signs on the scanner throught the day.
-Report to supervisor poor performance results and in supervisor's absence place a service call to Kodak.

Job Requirements:
Document Management, Process Mail, Printing, Computer Proficient, Scanning, Scanning Documents

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