Job Listings

Document Retention Specialist

McKinney
Job number: 4602

Job Description:

Document Retention Specialist

Primary Duties & Responsibilities

Job Summary

Consolidates all of the paperwork from accounts payable, general ledger, and cash management activities for uploading into OnBase.  With each of the department’s sections having unique output, the specialist will need to have a basic overall understanding of the department.  Pickup and delivery of the documents to and from scanning will be a daily requirement.  Once the documents have been scanned and retrieved, the specialist will be responsible for assigning keywords to each document.  Accounts payable invoice backups require an additional Excel-based process in order to upload secondary keywords into OnBase.  Basic filing will also be routine.  The specialist will receive the department’s mail and work submissions from the centralized General Accounting mail area.  It will then be their responsibility to distribute the documents to the appropriate people. 

 

 

Primary Duties & Responsibilities

Daily Duties:

  • Prepares all General Accounting scan jobs for image indexing. This includes accounts payable, general ledger, and cash management. 
  • Help with non-document retention duties as needed based on the needs of the overall department. This will include being trained on specific roles as a backup.
  • Coordinates delivery and pickup of all scan jobs from the scanning department.
  • Indexing keywords in the document filing system OnBase for accounts payable, general ledger, abandoned property and cash management.
  • The Lawson Business Intelligence reporting system will be utilized to extract invoice data that will subsequently linked to the existing scans. This is done with a custom upload process that accounts payable utilizes.    
  • Daily auditing must be done in order to assure accuracy and completion. This is particularly important in accounts payable due SOX controls that are associated to posted disbursement authority payment limits.
  • Secure and handle Concur payable checks. Ensure checks are delivered or picked up timely.

Periodic Duties:

Weekly

  • File temporary paper copies in appropriate order.

Monthly

  •  Destroy paper copies that have exceeded 3 month retention period.
  • Manage and maintain paid check copy CDs, Inventory and upload monthly disks when received from the banks.

Occasional Duties:

  • Coordinate new scan processes for General Accounting with the OnBase administration team.
  • Backup Specialist for Accounts Payable as needed.

 

 

 

 

Required Skills

Knowledge, Skills, & Abilities

 

  • Advanced Microsoft Excel skills
  • Strong 10 key skills (essential)
  • Knowledge of OnBase or related document processing software
  • Excellent written and verbal communication skills

Applicable to all employees of Globe Life & Accident and its subsidiaries:

  • Reliable and predictable attendance of your assigned shift
  • Ability to work full time and/or part time based on the position specifications.

 

 

Required Knowledge & Experience

  • Advanced Microsoft Excel skills
  • Strong 10 key skills (essential)
  • Knowledge of OnBase or related document processing software
  • Excellent written and verbal communication skills.

 

 

Education & Work Experience

 

  • High school diploma or equivalent.
  • Two years of related office experience including Accounts Payable

 

Physical Requirements

Spends 70% of workday sitting.  Heavy PC usage.  Occasionally lifting 1-10 pounds.  Rarely bends/stoops, squats, crawls, climbs, reaches above shoulder level, crouching, kneeling, balancing, pushing or pulling.

 

Savings and Investment Plan (401K) - Eligible employees may begin participating in the plan on the first day of employment.

Pension Plan - Eligible employees who complete one year of service with the Company become participants in the Pension.* (Not available to Cleveland Employees)

Medical - Benefits are available to all eligible employees and qualified dependents the first of the month following 30 days of continuous service.

Dental** and Vision - Eligible employees and qualified dependents are able to enroll the first of the month following 30 days of continuous service.

Flexible Spending Accounts (FSA) - Our FSA has two components, Health Care and Dependent Care Accounts. These accounts allow employees to set aside a portion of their earnings on a pre-tax basis to cover out-of-pocket medical and dependent care expenses. Participation is elected on a calendar year basis and is available to all eligible employees the first of the month following the completion of 30 days of continuous service.

Health Savings Accounts (HSA) - A pre-tax Health Spending Account (HSA) is offered to those who enroll in the High Deductible Plan. It allows you to pay for many of the health care expenses not covered by your medical plan including deductibles and co-pays. Participation is elected on a calendar year basis and is available to all eligible employees the first of the month following the completion of 30 days of continuous service. Company contribution to HSA ($4500 family, $2500 single plans)

Short-Term Disability - Eligible employees may be entitled to salary continuance during periods of temporary disability. Benefits are based on employee status and years of service.*

Group Life and Long-Term Disability** - Eligible employees may elect life insurance and long-term disability coverage the first of the month following 30 days of continuous service.

Vacation and Paid Holidays - Employees are eligible for vacation upon the completion of six months of employment. In addition, the Company offers eight paid holidays.

Education Assistance - The Company supports employees who wish to continue their education to secure increased responsibility and growth within their professional careers. We offer a reimbursement program for expenses incurred through approved institutions of learning. In addition, Fellow, Life Management Institute (FLMI) and International Claim Association (ICA) program courses are offered after the completion of six months of services at no cost to the employee.

Fitness Reimbursement - Eligible employees are able to receive up to 100% reimbursement for monthly dues (employee only).

Supplemental Plans** - Cancer, Heart/Stroke, Accident.

*Please note, some benefits may vary by subsidiary. Please be sure to clarify with the Human Resources Department.
**Company paid benefit

Do I have to apply for every job that I am interested in? - Yes. Though our Talent Acquisition Team searches our database for qualified candidates, the only way to ensure that we know what position is of interest to you is if you apply for it directly.

Now that I've applied, what happens? - You will receive an immediate response from our system. Someone from our Talent Acquisition Team will review your qualifications and skills. If you're a good fit, we'll contact you to conduct an initial interview by phone, followed by assessment testing and an in person interview(s).

How do I get the contact information of the hiring manager for the job I am interested in? - It is our policy not to give contact information to external applicants. If, after you apply, it is determined that your skills and qualifications match our hiring needs, you will be contacted directly for an interview by someone on our Talent Acquisition Team.

I've been interviewed, what's next? - If selected, we'll extend a conditional offer. Then, pending a successful background check and drug screen, we'll confirm a start date.

The Whole Globe

Globe Not only is it in our name, it’s in our hearts. Our Company thrives off of diversity and has created a culture focused on inclusivity. These two components are the pillars of our foundation and the guiding principles that build our employees and leaders.

No Ceiling

SmileThe insurance industry may be traditional, but Globe Life has been, is, and always will be dedicated to building an inclusive, sustainable, and inspiring environment that does not have a ceiling on growth.