Western & Southern Financial Group

Image Transaction Specialist

Insurance Operations
Full Time
Western & Southern Financial Group


Summary of Responsibilities:

Scans and indexes paper documents into workflow folders for further electronic processing for both fixed and variable products. Prioritizes imaging functions to fulfill client and representative requests in a timely and quality manner. All requests are to be handled in accordance with contract provisions, departmental standards, individual affiliate Partnership Agreements governing time service and Securities & Exchange Commission (SEC) procedural guidelines. Applies the correct indexing schema to each document by indicating the correct company, department, account, folder and policyholder name on each form and verifies clarity of image.


Position Responsibilities:

  • Distinguishes between and correctly identifies incoming correspondence for all business units (Western & Southern Life, Columbus Life, Lafayette Life, IFS, Integrity, National Integrity) and all departments. Requires mastery of over 500 document types and nearly 1,000 workflow folders for identifying and distributing incoming correspondence. Includes mastery of related imaging software packages.

  • Sorts and prioritizes incoming Integrity mail, checks and faxes into multiple departments related to both fixed and variable annuity products. Prepares documents for scanning.

  • Scans incoming mail, checks and documents received from business units. Prioritizes incoming work for same-day processing in accordance with departmental and Securities & Exchange Commission (SEC) procedural guidelines.

  • Indexes scanned documents (Western & Southern Life, Columbus Life, Lafayette Life, IFS, Integrity, National Integrity) to the correct policy file and distributes to designated workflow folder for additional electronic processing.

  • Ensures all incoming checks are deposited accurately by company and function. Prepares checks for deposit by sorting, endorsing and recording deposit information into the appropriate spreadsheets.

  • Ensures that images are of highest imaged quality. In cases where images are not clear, the processor will delete the image(s) and rescan.

  • Provides excellent customer service to internal customers includes answering questions related to imaged documents, rescanning or reindexing the image per AOD, Customer Service or affiliate’s request.

  • Maintains or exceeds production and quality targets.

  • Assists in completing audits for Quality Review as necessary.

  • Fosters teamwork by assisting team members in meeting designated timeframe for all documents received.

  • Develops and presents structured job-specific training as management directs. Includes both on-the-job training as well as the creation and periodic updating of departmental training manuals and other training materials.

  • Performs duties related to the administration of Company retention policy, including daily filing duties as well as periodic purging of documents for destruction. This may include sorting work batches into boxes.

  • Upholds the highest level of integrity regarding compliance with all Company ethics, privacy policies and industry regulations.

  • Assists with preparation of indexed batches/boxes for off-site storage. May require the ability to occasionally lift and move boxes, weighing up to 35 lbs, for off-site storage.

  • Performs other job duties as assigned by management.


Selection Criteria:

  • Proven experience working independently while handling high volumes, multiple duties and completing assigned tasks accurately and on a timely basis in a fast-paced environment. Requires the ability to continuously make repetitive motions of the wrists, hands and/or fingers.

  • Proven experience with meeting multiple deadlines.

  • Demonstrated strong attention to detail with excellent organizational skills.

  • Demonstrated experience working effectively within a team.

  • Proven experience handling and effectively resolving customer problems. Must cite examples where independent decision-making and initiative were demonstrated.

  • Proven flexibility when faced with changes; must provide examples of grasping and initiating new concepts.

  • Provide examples of consistently meeting and/or exceeding productivity and quality goals.

  • Possesses and displays excellent verbal and written communication skills with the ability to convey information to internal and external customers in a clear, focused and concise manner while following proper rules of punctuation, grammar, dictation and style.

Work Setting:

  • This position works in an office setting and remains frequently in a stationary position for long periods of time while working at a desk, on a computer or with other standard office equipment, or while in meetings.

  • This position will frequently move around the office to access file cabinets, office machinery, etc. While accessing file cabinets, this position will frequently use upper extremities to push a cart carrying files and requires the ability to reach by extending hands and/or arms in any direction.

Educational Requirements:

  • High school diploma.

Computer skills and knowledge of hardware & software required:

  • Working knowledge of word processing, spreadsheet and e-mail applications required.

  • Previous experience with a professional imaging software package required.

Certifications & licenses (i.e., Series 6 & 63, CPA, etc.):

  • None required.

Position Demands:

  • Extended hours required during peak workloads or special projects.


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