Document Processing Coordinator

Apply now Job no: 527832
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: Senior Data Control Technician

Posting Details

Priority Application Date (Posting will remain open until filled): Monday, May 29th @ 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

This position is essential due to the high demand for imaging processes with a high volume of coordination for prep and processing of student records at Admissions, Registrar's Office, Financial Aid, International Students, Veterans Center, Student-Athlete, Students with Disabilities areas.

This position serves staff in various offices where incoming student transcripts, student records, financial aid documents are part of their processes providing all the groundwork for them. Under the lead work direction of the ITC Imaging Coordinator, this position is responsible for providing lead work direction and coordinating the work of a number of student assistants.

The incumbent hires, trains, and provides lead work direction to student workers and coordinates and distributes daily work tasks. The incumbent assists in the development, testing, and implementation of workflows and improvements to related business processes. The incumbent is responsible for analyzing, troubleshooting, diagnosing, and resolving problems and issues. The incumbent is also responsible for analyzing 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 who require support and assistance with all aspects of document imaging, and for external vendors and education institutions.

FLSA: Non-Exempt (Eligible for overtime compensation)

Anticipated Hiring Range$3,382 per month. Anticipated hiring range is at the minimum of the classification salary range.

CSU Classification Salary Range: $3,382 - $5,307 per month

Best-in-class Benefits: Click here to learn more

CSU Total Compensation: Click here to learn more

Salary Grade/Range:  1

Recruitment TypeRegular (Probationary)

Time BaseFull-Time

Pay Plan: 12 months 

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

Department Information 

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 area works with highly confidential student data and is required to process documents and information in a very efficient and effective manner under competing deadlines and constantly shifting priorities.

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

Minimum Qualifications 

Knowledge and Abilities:

General knowledge of data processing systems and their use, data processing procedures, basic programming elements and computer terminology.

Ability to lead and train others; understand, interpret, and apply policies and procedures; follow oral and written directions; communicate effectively; and analyze situations accurately and take effective action.


Equivalent to three years of experience in the performance of general office clerical work, two years of which shall have involved journey-level data control activities. In addition, education above the high school level may be substituted for up to one year of required general clerical experience on the basis of either, (a) one year of general education being equivalent to six months of experience, or (b) one year of education of a business, commercial, or data processing nature being equivalent to one year of experience.

Required Qualifications 

  1. Demonstrated understanding of document imaging process, electronic transcripts (and other academic data), data exchange and uploads, and business process workflows for multiple administrative departments.
  2. Ability to understand and use different applications and technologies (e.g. OnBase Workflow and Imaging, optical character recognition (OCR) software, PeopleSoft) and be able to perform multiple tasks such as: uploading data, scanning, indexing, verification, and quality control of scanned images.
  3. Ability to develop, create, and deliver training documentation of processes and procedures.
  4. Demonstrated ability to understand current processes and workflows and be able to analyze them to recommend changes to increase efficiency and effectiveness.
  5. Good organizational and time management skills.
  6. Ability to work independently as well as collaboratively in a team environment.
  7. Ability to troubleshoot and resolve scanning and data entry issues.
  8. Ability to work in a high-production environment and coordinate workloads.

Conditions of Employment:

• Ability to successfully pass a background check.

Preferred Qualifications

  1. General knowledge of the university infrastructure, policies, and procedures specially the one related to Students Affairs.
  2. 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 the development and testing of new processes in a high volume setting.
  3. Knowledge of PC-based applications including but not limited to Microsoft Word, Excel, Outlook, and Internet Explorer. CMS PeopleSoft (Common Management System), Hyland OnBase system, TS130 PS electronic transcript uploads, and/or a general understanding of databases and data security.
  4. Knowledge of the electronic transcript delivery methods, such as e-transcript California, Parchment, SPEEDE, National Clearing House, EDI Smart, or e-Scrip-Safe.
  5. Knowledge of OnBase Advance Capture and OCR software, high performance Flat Scanners, indexing and/or committing scanned document batches.
  6. Experience training and providing lead work direction to student assistants.
  7. Comprehensive knowledge of the university infrastructure, policy, and procedures.
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 and questions may be sent to

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

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

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 . 
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 United States. California State University, Sacramento is not a sponsoring agency for staff and management positions (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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