City : Toronto, ON, CA, M5H1H1

Category : Manager

Industry : Finance

Employer : Scotiabank

Requisition ID: 145729

Join a purpose driven winning team, committed to results, in an inclusive and high-performing culture.

Purpose of Job:    The Document Specialist’s primary responsibility is to plan, coordinate and retrieve Domestic Bank documents and vouchers from a variety of external sources as a result of requests received from external third parties.  
The Document Specialist will require an excellent knowledge of Bank processes and procedures with regard to the storage and retention and thorough understanding of Bank documents and vouchers as well as highly developed communication and organization skills in order to execute and prepare detailed and complete packages of information. 
The incumbent will be a flexible team player capable of addressing the multiple and sometimes conflicting needs of partners to assist them in completing their investigations efficiently.
 
 

Major Accountabilities:
 
1.  Ensure the completeness and accuracy of the documentation provided to a variety of internal and third party requestors by:
•    Self-assigning requests for documentation received from a variety of sources daily;
•    Ensuring there is a complete understanding of the requirements of the order, clarifying as required with the requestor; escalating to supervisor if a requirement is unusual or unfamiliar
 

2.  Document and track procedures and steps in a systematic and organized way:
•    Input folder notes in case file for larger files to assist with control of receipt and disbursement of documentation;
•    Preparing correspondence that includes a cover letter for all completed orders, preparing an affidavit and certifying copies as required;
•    Preparing invoices for orders where there is an opportunity for cost recovery;
•    Ensuring the documentation provided adheres to the privacy requirements
 

3.  Contribute to the overall effectiveness and efficiency of the Department by:
•    Recording time spent on each type of file worked in Content Manager;
•    Sharing the emails and compliments received from our customers with the team;
•    Recommending changes to existing document retrieval processes to enhance performance;
•    Assisting in identifying and documenting new processes as they arise.
•    Sorting and distributing the mail, ordering supplies.
 

4.  Ensure that customer service provided is of the highest quality by:
•    Assessing the requests to ensure the retrieval timelines provided in the orders can be achieved;
•    Negotiating with internal or external customer in advance if there is a problem with the suggested timelines;
•    Escalating to the Supervisor of any timeline concerns with cases/requests
 

5. Negotiating with the requestor to review statements and only request supporting documents as it relates to the case/investigation. Assist the Department in identifying potential efficiencies and maintaining costs by:
•    Reviewing each request, to ensure only necessary supporting documents are being requested to limit the costs associated;
•    Ensuring invoices are completed for requests where cost recovery is possible;
 

6. Ensure the confidentiality and privacy of information is maintained at all times, as per the Bank’s guidelines
 
 

Education/Work Experience/Designations
•    High School education and/or minimum 2+ years of relevant work experience
•    Thorough knowledge of communication skills; verbal, written and electronic
•    Working knowledge of the Bank’s systems (CIS, AS400,IRIS, Content Manager, Web IR, Intralink)
•    Thorough knowledge of basic PC applications (e.g., Microsoft Office,)
•    Thorough knowledge of the Bank’s process for storage/retention of vouchers/documents
•    Thorough knowledge of the Bank’s retail and small business products and services.
•    Thorough knowledge of the Bank’s Privacy & Confidentially Agreement.
•    Ability to gather, analyze, organize, document and present large volumes of information in a succinct and organized manner.
 
 

Communication
•The Document Specialist must have excellent communication and relationship building skills as the position requires the ability to create and maintain ongoing interaction and relationship with the following key areas: Retail Branches, Global Anti Money Laundering, Central Mortgage Unit, Legal & Litigation Department, Business Service Centre, Ask Operations, Corporate Security, Scotia Dealer Advantage, Scotia Capital Inc, Global Security Office & Retail Service Centre, as well as Third Party requestors
 

Accuracy and Thoroughness
•The incumbent is expected to complete all request accurately and thoroughly by only providing information and documents that have been requested by the Third Party.
•He/ She must be able to set in place procedures and/ or work process in order to facilitate accurate work and to ensure high quality output.
 

Decision Making
•Decisions and direction are made based on known parameters and by drawing on experience.
•He/ She must make decisions in a timely manner that does not involve significant risk to the bank.
•Required to influence internal partners, not having direct authority, to obtain required documents and information in a timely manner.
 

Efficiency
•The incumbent is expected to work independently with limited supervision.
•The incumbent completes daily responsibilities with available resources and within the required timeframes.
 

Customer Focus
•He/ She must be able to deal with complex, sensitive and confidential issues related to all request especially request received from Law Enforcement, Mareva Injunction etc. 
•The incumbent will take accountability for resolving customer problems promptly and effectively.
 

Location(s):  Canada : Ontario : Toronto 

Scotiabank is a leading bank in the Americas. Guided by our purpose: "for every future", we help our customers, their families and their communities achieve success through a broad range of advice, products and services, including personal and commercial banking, wealth management and private banking, corporate and investment banking, and capital markets.  

At Scotiabank, we value the unique skills and experiences each individual brings to the Bank, and are committed to creating and maintaining an inclusive and accessible environment for everyone. If you require accommodation (including, but not limited to, an accessible interview site, alternate format documents, ASL Interpreter, or Assistive Technology) during the recruitment and selection process, please let our Recruitment team know. If you require technical assistance, please click here. Candidates must apply directly online to be considered for this role. We thank all applicants for their interest in a career at Scotiabank; however, only those candidates who are selected for an interview will be contacted.