Careers

Document Processing Coordinator

Apply now Job no: 523727
Work type: Staff
Location: Sacramento
Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Administrative, Probationary, Full Time, On-site (work in-person at business location)

Working Title: Document Processing Coordinator

Classification Title: Administrative Support Coordinator II

Posting Details 

Priority Application Date (Posting will remain open until filled): Tuesday, January 31st @ 11:55pm PST

Hiring Preference

Eligible on-campus applicants in California State University Employees Union (CSUEU) Bargaining Units 2,5,7, and 9 will be given first consideration in the recruitment.

Position Summary

Under the general direction of the Information Technology Consultant, the Document Processing Coordinator is responsible for the coordination of entire administrative functions and/or performance of administrative work in the Student Affairs Imaging department. Assignments require interaction with persons at all levels within and outside the university, often in sensitive interpersonal situations.

This position serves staff in various offices where incoming student transcripts, student records, and financial aid documents are part of their processes providing all the groundwork for them. This position is essential due to the high demand for imaging processes with a high volume of coordination for prep and processing student records at Admissions, Registrar's Office, Financial Aid, International Students, Veterans Center, Student-Athlete, and Students with Disabilities areas. The Student Affairs Imaging department works with highly confidential student data and is required to process documents and information efficiently and effectively under competing deadlines and constantly shifting priorities.

The incumbent hires, trains, provide lead work direction to student workers, and coordinates and distributes daily work tasks. The incumbent assists in developing, testing, and implementing workflows and improvements to related business processes. The incumbent analyzes, troubleshoots, diagnoses, and resolves problems and issues. The incumbent is also responsible for assessing and testing department processes and workflows and validating processes after software updates to ensure successful implementation. The incumbent serves as a point-of-contact to numerous offices that require support and assistance with all aspects of document imaging and for external vendors and education institutions.

The incumbent is responsible for simultaneously handling multiple projects and priorities.  Projects are generally large-scale and complex, with broad, visible impacts requiring coordination with other departments to plan and execute. Work demands that project needs are identified, and detailed plans are outlined; projects are initiated and coordinated through execution, implementation, and evaluation; work is often delegated. Responsibilities include providing lead work direction, training, and guidance to others and may have input on staffing decisions and performance evaluations.

The incumbent is expected to make and execute independent decisions on day-to-day operations; to address a broad range of operational and procedural problems that may require research, analysis, and evaluation of information to resolve. Specialized policies and procedures must be interpreted and applied; ingenuity in developing solutions is required.  Work often involves making evaluations and recommendations related to operational and procedural matters.

FLSA: Non-Exempt (Eligible for overtime compensation)

Anticipated Hiring Range: $3,681/month - $3,750/month commensurate with candidate's education, experience, skills, and training

CSU Classification Salary Range: $3,681/month - $6,034/month

Salary Grade/Range: 2

Recruitment TypeRegular (Probationary)

Time BaseFull-Time

Pay Plan:12 months 

Work Hours: Monday through Friday 8am-5pm. Hours may vary depending on department need.

Department Information 

The student Affair Information Technology (SA IT) department supports essential processes for admissions, graduation, transfer credit evaluation, student success, student services, and Financial Aid. SA IT department Imaging works with highly confidential student data and is required to process documents and information efficiently and effectively under competing deadlines and constantly shifting priorities.

Overall, SA IT Imaging is responsible for the integrity and quality of thousands of document images delivered through various sources. Evaluates and test updates for current technologies and document imaging systems to ensure successful implementation. Serves as a point of contact to numerous offices requiring assistance with all student document management aspects: utilization/understanding/interpreting/locating documents. It is also responsible for documentation and training.

Minimum Qualifications 

Entry to this classification requires a fully functional knowledge of and skill in standard office procedures and practices, as well as an ability to understand and operate in a variety of organizational structures.  Additionally, incumbents are expected to have a thorough knowledge of English grammar, spelling, and punctuation and be able to clearly communicate orally and in writing.  Some positions may require knowledge of business mathematics beyond basis arithmetic.  The ability to use and quickly learn new office support technology systems and software packages is also a prerequisite.

These entry qualifications would normally be obtained through a high school program, technical/vocational program, or their equivalents combined with several years of related office work experience.  

Required Qualifications 

Knowledge / Skills / Abilities:

  1. Experience providing a broad range of customer service.
  2. Ability to troubleshoot most office administration problems and respond to all inquiries and requests related to the work area.
  3. Expertise in using office software packages, technology, and systems.
  4. Ability to interpret and apply policies and procedures independently and use judgment and discretion to act when precedents do not exist.
  5. Ability to use judgment, analysis, and problem-solving skills to complete assigned tasks in a timely and accurate manner amidst competing and shifting priorities
  6. Ability to understand problems from a broader perspective and anticipate the impact of office administration problems and solutions on other areas.
  7. Ability to analyze operational and procedural problems and develop, recommend, and evaluate proposed solutions.
  8. Ability to use active problem-solving and effective interpersonal skills while interacting with front-line contacts and other campus and community members
  9. Demonstrated ability to understand current processes and workflows and analyze them to recommend changes to increase efficiency and effectiveness.
  10. Ability to perform business math, assess budgetary data, and make accurate projections requiring some inference.
  11. Ability to effectively write and present own reports.
  12. Ability to effectively handle interpersonal interactions at all levels and handle highly sensitive interpersonal situations. 
  13. Ability to work in a high-production environment and coordinate workloads.
  14. Ability to use negotiation and persuasion skills to achieve results and expedite projects.  
  15. Ability to interpret and apply policies and procedures independently and use judgment and discretion to act when precedents do not exist.
  16. Ability to troubleshoot most office administration problems and respond to all inquiries and requests related to the work area.
  17. Ability to develop, create and deliver training documentation of processes and procedures.

Conditions of Employment:

Ability to successfully pass a background check.

Preferred Qualifications 

  1. Experience working in an institution of higher education.
  2. Demonstrated understanding of document process, electronic transcripts (and other academic data), data exchange and uploads, and business process workflows for multiple administrative departments.
  3. Knowledge of electronic transcript delivery methods, such as e-transcript California, Credentials Solutions, SPEEDE, National Clearing House, EDI Smart, or e-Scrip-Safe.
  4. Knowledge of high-performance Flat Scanners, indexing, and/or committing scanned document batches. 
  5. Expertise with PC-based applications including but not limited to Microsoft Word, Excel, Outlook and Internet Explorer, People Soft (Common Management System), OnBase (Document Imaging), XAP (Admissions Application), and a general understanding of databases and data security. 
  6. Experience developing and delivering training and creating documentation of processes and procedures
  7. General knowledge of the university infrastructure, policies, and procedures, especially the one related to Students Affairs.
  8. Knowledge involving document imaging, process coordination for Financial Aid, Admissions and Outreach, and Registrar’s Office functions or a broad background in document imaging workflow analysis and developing and testing new processes in a high volume setting.
  9. Knowledge of electronic transcript delivery methods, such as e-transcript California, Parchment, SPEEDE, National Clearing House, EDI Smart, or e-Scrip-Safe.
Documents Needed to Apply

Resume and cover letter. Failure to upload required documentation may result in disqualification.

About Sac State

Sacramento State is located in the heart of California’s capital city, five miles from State Capitol. The lush, 300-acre campus is situated along the American River, close to numerous bike trails and other recreational areas. Sacramento, also known as the “Farm-to-Fork Capital,” is one of the most ethnically diverse and livable cities in the country, with a population of half of a million. Sacramento State’s 31,000 students come not only from the Greater Sacramento Region, but also from across the state, country, and world. Our 1800 faculty and 1,500 staff are committed to meeting our mission: “As California’s capital university, we transform lives by preparing students for leadership, service, and success. Sacramento State will be a recognized leader in education, innovation, and engagement.” As the regional hub of higher education, Sac State is dedicated to student successdiversity, equity and inclusioncommunity engagementphilanthropy, and campus safety.  

As evidenced by the values embedded in our Hornet Honor Code, Sacramento State is committed to creating an inclusive environment where all faculty, staff, students, and guests are welcome and valued.  Our commitment is more than simply ensuring that our campus is free from bias and discrimination, but is one devoted to celebrating many diverse identities, life experiences, and perspectives that enrich our community, teaching and learning.  

To learn more about why you should join the Hornet Family, please visit the Why Sac State? page.

Background Check Disclaimer  

A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with California State University, Sacramento. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current California State University, Sacramento employees who apply for the position. One variation of background check required could be a LiveScan screening, which involves submitting fingerprints at a certified LiveScan Service Center.

COVID-19 Vaccine Certification Information:

CSU requires faculty, staff, and students who are accessing campus facilities to be immunized against COVID-19 or declare a medical or religious exemption from doing so. Any candidates advanced in a currently open search process should be prepared to comply with this requirement. The systemwide policy can be found at https://calstate.policystat.com/policy/9779821/latest/ and questions may be sent to hr-empservices@csus.edu

Out of State Employment Policy

Sacramento State University, as part of the CSU system, is a State of California Employer. As such, the University requires all employees (up)on date of hire to reside in the State of California.

As of January 1, 2022 the CSU Out-of-State Employment Policy prohibits the hiring of employees to perform CSU-related work outside the state of California.

Equal Employment Opportunity

California State University, Sacramento is an Affirmative Action/Equal Opportunity Employer and has a strong institutional commitment to the principle of diversity in all areas. We consider qualified applicants for employment without regard to race, color, religion, national origin, age, sex, gender identity/expression, sexual orientation, pregnancy, genetic information, medical condition, marital status, veteran status, or disability. Sacramento State hires only those individuals who are lawfully authorized to accept employment in the United States. 

It is the policy of California State University, Sacramento to provide reasonable accommodations for qualified persons with disabilities who are employees or applicants for employment. If you need a disability related reasonable accommodation as part of the application and/or interviewing process, visit  https://www.csus.edu/administration-business-affairs/human-resources/benefits/reasonable-accomodation.html

The University is committed to creating an education and working environment free from discrimination, sexual harassment, sexual violence, domestic violence, dating violence, and stalking. For more information on mandatory training for new employees, visit  https://www.csus.edu/administration-business-affairs/human-resources/organizational-learning-development/csu-learn.html

Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act and Campus Fire Safety Right-To-know Act Notification: 

Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, the current Annual Security Report (ASR) is available for viewing at https://www.csus.edu/clery . 
The ASR contains the current security and safety-related policy statements, emergency preparedness and evacuation information, crime prevention and sexual assault prevention information, and drug and alcohol prevention programming. The ASR also contains statistics of Clery Act crimes for Sacramento State for the last three (3) calendar years. Paper copies are available upon request at the Police Service Center located in the University Union.

Eligibility Verification  

Selected candidate must furnish proof of eligibility to work in the U.S.. California State University, Sacramento is a sponsoring agency (i.e. H-1-B Visa). 

Note to Applicants:

Possession of the minimum qualifications does not guarantee an interview unless required by collective bargaining agreement.

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