Human Resources - Job Classification Specification

Los Angeles County Metropolitan Transportation Authority

Job Classification Specification

DOCUMENT IMAGE SPECIALIST
Pay Grade BB2

Basic Function

Under moderate supervision, performs document management and data entry work in support of Accounts Payable operations.

Classification Characteristics

There is a Lead Document Image Specialist who in addition to the regular Document Image Specialist duties, is responsible for assigning duties and directing employees in the performance of their work under the supervision of his/her immediate supervisor with whom he/she shall consult in all matters affecting such work. A Leader receives additional pay for each hour worked as stipulated by the appropriate collective bargaining agreement.

Supervised by: Accounting Supervisor

Supervises:

FLSA: Non-Exempt

Work Environment
In order to achieve Metro’s goals in support of its mission, potential candidates are required to commit and continuously practice and demonstrate the following work values:

Safety – To ensure that our employees, passengers and the general public’s safety is always our first consideration.
Service Excellence – To provide safe, clean, reliable, on-time, courteous service for our clients and customers.
Workforce Development – To make Metro a learning organization that attracts, develops, motivates and retains a world-class workforce.
Accountability for Performance and Fiscal Responsibility – To manage every taxpayer and customer-generated dollar as if it were coming from our own pocket and ensure the highest possible return on investment.
Innovation and Technology – To actively participate in identifying best practices for continuous improvement.
Sustainability – To reduce, reuse and recycle all internal resources and reduce green-house gas emissions.
Integrity – To rely on the professional ethics and honesty of every Metro employee.
Teamwork – To actively blend our individual talents to achieve world-class performance and service.
Civil Rights – To actively promote compliance with all civil rights statutes, regulations and policies.
Community – To actively engage with the Community as it relates to Metro interest/services.

Examples of Duties

Inputs invoice information into a customized accounts payable scanning system; verifies the accuracy of data encoded in system
Prepares and assigns bar codes on various accounts payable documents, including invoices, credit memos, debit memos, and other miscellaneous supporting documents, for scanning
Reviews, logs, codes, optically scans, photocopies, microfiches, and files various invoices, credit memos, reports, correspondence, and other related accounts payable documents
Retrieves department’s files and documents from storage using established procedures and methods
Informs staff on procedures for storage, retrieval, and destruction of inactive records
Maintains and updates various department logs, documents and records and retrieves information from computer files and hard copy files
Inputs accounts payable information into databases and other computerized systems
Files documentation alphabetically, numerically, and chronologically
Identifies, locates, and files missing documents and files
Installs and maintains a technical library using existing or establishing new indexing, filing, storage, and retrieval systems
Requests prints and/or issues copies of invoices, forms, manuals, records and other documents
Receives and distributes mail and reports
Composes routine correspondences in relation to assigned tasks
Answers inquiries from Metro staff and the public regarding operating procedures, departmental records, and other accounts payable matters
Contributes to ensuring that the EEO policies and programs of Metro are carried out

Essential Knowledge and Abilities

Knowledge of:

Principles and practices of customer service and telephone etiquette
Modern office practices and procedures
Personal computer business software applications
Complex record-keeping methods, practices, and procedures
Basic billing and accounting procedures
Metro Accounts Payable policies and procedures
English usage, correct grammar, punctuation, and spelling, and arithmetic

Ability to:

Establish, maintain, and revise records, files, logs, and storage areas
Gather, compile, and summarize data
Meet precision and productivity demands
Perform highly repetitive work
Think and act independently
Review and process various documents
Respond appropriately and professionally to inquiries and requests for information related to accounts payable procedures and practices
Demonstrate keyboard skills of 40 words per minute
Prepare various correspondence and forms
Establish and maintain filing and record-keeping systems
Communicate effectively orally and in writing
Maintain confidentiality of materials and files
Proofread work and identify errors
Follow oral and written instructions
Read, write, speak, and understand English

Minimum Qualifications
Potential candidates interested in the DOCUMENT IMAGE SPECIALIST position MUST meet the following requirements:

2 years of experience performing clerical duties in support of accounts payable function
Experience performing technical document storage, retrieval, and reproduction work desirable

Special Conditions

None

Disclaimer
This job specification is not to be construed as an exhaustive list of duties, responsibilities, or requirements. Employees may be required to perform other related job duties.

Date Originally Created: 5/3/1995
Date Last Revised: 2/6/2009
TCU: 0948A