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Everwise Credit Union · 19 hours ago

Document Services Specialist

South Bend, Indiana 46601 - Corporate

Full-time

Onsite

Entry Level

1+ years exp

Everwise Credit Union is seeking a Document Services Specialist to support their records management program. The role involves coordinating the retention, storage, retrieval, and destruction of records, as well as managing the corporate mailroom operations.

BankingFinanceFinancial Services

Growth Opportunities

Responsibilities

Coordinate the retention, storage, retrieval, and secure destruction of physical and digital records in accordance with regulatory, legal, and internal policy requirements

Maintain documentation, logs, and audit trails related to records handling, storage, destruction, and vendor-supported processes

Ensure records are accurately classified, indexed, and archived to support efficient retrieval and long-term preservation

Partner with IT, internal departments, and authorized vendors to ensure documents are properly identified, transferred, and archived within WebXtender and other approved systems

Identify opportunities to improve records lifecycle processes, enhance accuracy, and ensure compliance with established retention schedules

Receive, sort, and distribute incoming USPS mail, parcels, courier deliveries, and interoffice envelopes to designated individuals and departments in a timely and accurate manner

Process and prepare outgoing mail using the most cost-efficient class and method, including USPS, UPS, and other courier services

Support enterprise document services activities, including coordinating mass-mailing projects, scheduled document distributions, and other document-related operational assignments

Communicate and collaborate with internal departments to ensure project requirements, timelines, and accuracy standards are met

Assist with document preparation activities such as batching, labeling, indexing, packaging, and secure transport

Ensure mailing supplies are available and maintained to support daily operational needs

Research and recommend cost-saving opportunities related to mail and document distribution processes

Resolve issues related to undeliverable or delayed mail, missing parcels, and delivery discrepancies

Qualification

Records managementData entryDocument classificationMailroom operationsRegulatory complianceCommunicationOrganizational skills

Required

High School Diploma or GED

1+ years' experience in mailroom operations, document services or records management

Ability to maintain organized and accurate documentation, audit trails, and tracking records for mail, storage activity, and document services workflow

Strong data entry skills with a high degree of accuracy, including the ability to input, track, and maintain records, logs, and document metadata across multiple systems

Strong communication skills to collaborate, problem solve, and coordinate document and records needs with business units, vendors, and internal partners

Strong organizational skills with the ability to prioritize tasks, manage time effectively, and keep detailed records

Knowledge of records retention and records lifecycle management processes, including classification, indexing, storage, retrieval, and secure destruction

Ability to stand for periods of time, handle mailroom and document-handling equipment, and lift up to 25 pounds

Preferred

Basic understanding of records retention principles and regulatory compliance requirements relevant to financial institutions (e.g. handling member records, secure destruction, confidentiality)