Document Control Specialist

Job Description

Job Description

Who we are :

ManhattanLife Insurance and Annuity Company was founded in 1850, the Company’s longevity makes it one of the oldest and most reliable health and life insurance companies in the country.

Operating successfully for 173 years is a testimony to ManhattanLife’s enduring history, and an indicator of the reliability of our future.

ManhattanLife’s headquarters are in Houston, TX and the company is continually growing with multiple office locations nation-wide.

ManhattanLife offers attractive employee benefits starting day one, including immediate coverage under our health, dental and vision plans.

We offer flexible schedules, including shortened hours on Fridays, free parking, company-wide events, professional development (LOMA testing) and a company-wide wellness program.

Scope and Purpose :

ManhattanLife is looking for a Document Control Specialist! The Document Control Specialist reports to the Document Control Manager and is responsible for all the tasks below though will have a primary focus in one area.

Duties and Responsibilities :

Mail :

• Drive to the Post Office about 3 miles away and pick up the mail from the PO Boxes and at the pick-up window.
• Prepare all incoming mail for scanning.
• Appropriately update the Attorney Log with mail received requiring Legal department attention.
• Update the incoming mail log for all letters and packages that have a tracking number (Certified, Priority, Next Day, etc.).
• Complete the Overnight Delivery Log for all items that have a tracking number and will be signed for by a department or individual.
• Sort all mail to be delivered to a department or individual into the mail cart.
• Deliver mail to mail drops throughout the building.
• Pick up outgoing and interoffice mail from mail drops.

Imaging :

• Scan documents into the imaging system.
• Verify document scanned correctly.
• Separate scanned documents by type and date for filing.
• File scanned document by type and date to be held for 30-60 days.
• Purge scanned documents after the hold period.
• Index scanned documents.
• Scan premium deposits.
• Break down deposits to be forwarded to Accounting.
• File deposit backup for 60 days hold period.
• Separate scanned images that have multiple policies included and index.
• Scan records request policy files.
• Verify policy file and other scanning has been scanned and indexed correctly.
• Place verified documents in the shred bins.

Records :

• Update records requests, pull requested file and either prepare for scanning (paper).
• Scan and index policy files on Fiche or Reel using the Records scanner.
• Refile Fiche and Reels.
• Index scanned paper files.
• Verify the images scanned correctly.
• Place verified documents into shred bins.
• Index scanned Fiche / Reel policy files.

Mailing Equipment :

• Organize outgoing mail jobs for efficient processing.
• Insert mail.
• Meter mail by department.
• Verify check counts match.
• Find variances in mail counts.
• Complete PSI pickup slips.
• Update Daily Mail Summary.
• Deliver envelope / folder requests to the departments.
• Clean equipment.
• Move boxes within the building.
• Any other tasks as assigned by supervisor or manager.

Minimum Qualifications :

High School diploma or equivalent.

Knowledge, Skills and Abilities :

• Ability to lift 20 pounds.
• Ability to multitask.

Travel Requirements : This position may require light travel within a ten-mile radius from one office location to another as needed.

Professional Development :

• Establish annual objectives for professional growth.
• Keep pace with developments in the discipline.
• Learn and apply technologies that support professional and personal growth.
• Participate in the evaluation process.

Physical Demands :

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

Reasonable accommodations may enable individuals with disabilities to perform essential functions. While performing the duties of this job, the employee is regularly required to stand;

walk; use hands to finger, handle or feel objects, type, and use mouse; reach with hands and arms and talk and / or hear.

The employee is required to sit for extended periods of time. The position may require lifting, pulling or moving items weighing upwards of 10 pounds as it relates to office or desk supplies.

Work Environment : The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. While performing the duties of this job, the employee regularly works in an office environment.

This role routinely uses standard office equipment such as computers, phones via WebEx, physical phone while in office, and photocopiers when necessary.

Other Duties :

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job.

Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to the job at any time without notice.

AAP / EEO Statement :

ManhattanLife prohibits discrimination based on race, religion, gender, national origin, age, disability, veteran status, marital status, pregnancy, gender expression or identity, sexual orientation, or any other legally protected status.

EOE Employer / Vet / Disabled. ManhattanLife values differences. We are committed to fostering an environment that attracts and retains a diverse workforce.

With individuals from a variety of backgrounds, ManhattanLife will be better equipped to service our customers, increase innovation, and reduce risks.

We encourage the unique perspectives of individuals and are dedicated to creating a respectful and inclusive work environment.