We are looking for a highly organized and detail-oriented Mail Clerk to join the Branch Banking Delivery Excellence team on a 3-month contract. In this role, you will be responsible for supporting the digitization and secure storage of important documents across various TD Canadian Retail Branches. The Mail Clerk will work closely with branch staff and management to ensure accurate filing and the secure management of both physical and digital documents. This is an onsite position, Monday to Friday, with no overtime or weekend work

Job Description for Mail Clerk – Document Storage Analyst

We are looking for a highly organized and detail-oriented Mail Clerk to join the Branch Banking Delivery Excellence team on a 3-month contract. In this role, you will be responsible for supporting the digitization and secure storage of important documents across various TD Canadian Retail Branches. The Mail Clerk will work closely with branch staff and management to ensure accurate filing and the secure management of both physical and digital documents. This is an onsite position, Monday to Friday, with no overtime or weekend work.

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Key Responsibilities of the Mail Clerk

1. Document Preparation:
   As a Mail Clerk, your primary responsibility will be to prepare paper documents at the branch for scanning and digitization. This includes organizing and ensuring that all documents are ready for scanning.
2. Scanning and Digitization:
   Using a Ricoh copier/scanner, you will scan paper documents into digital formats. It’s essential that these scans meet all necessary business and compliance standards.
3. Document Review:
   The Mail Clerk will review the scanned documents to ensure accuracy and compliance with internal filing standards. The role requires high attention to detail to guarantee that each document is accurately filed.
4. File Management:
   You will be responsible for safeguarding both physical and digital documents. Files must be stored securely in designated locations within the branch. The Mail Clerk will ensure that file organization is consistent and efficient.
5. Communication and Reporting:
   Regular updates must be provided to the management team regarding project status and deliverables. The Mail Clerk will communicate via email and phone to report on progress, challenges, and project outcomes.
6. Health & Safety Compliance:
   Following TD’s health and safety guidelines is critical, including wearing face masks in shared branch spaces. As a Mail Clerk, ensuring a safe workspace for yourself and others is a top priority.
7. Adaptability:
   The Mail Clerk must be flexible and adapt to changes in business priorities. You may be required to work across multiple branch locations as needed.
8. Risk Identification:
   Part of your responsibilities will be identifying and proactively communicating emerging risks related to document storage or digitization processes to management.
9. Adherence to Privacy and Conduct Policies:
   Following TD’s Privacy Policies and Employee Conduct Rules is essential in all tasks, especially in handling sensitive information.

Advantages of Working as a Mail Clerk

• Possibility for Contract Extension:
  Initially, this is a 3-month contract, but there is potential for an extension depending on the branch’s needs, providing a chance for long-term employment.
• Diverse Work Locations:
  As a Mail Clerk, you will have the opportunity to work at different TD Canadian Retail Branches, gaining experience in a variety of environments and teams.
• Autonomous Role:
  This position offers you the chance to work independently, managing your workload and taking ownership of your responsibilities without constant supervision.
• Professional Development:
  You will gain valuable experience in document digitization and management, a skillset in high demand in today’s digital workplace.
• Contribution to Operational Efficiency:
  You will play a key role in streamlining document storage processes, which will directly contribute to improving branch operations.
• Health and Safety Measures:
  TD prioritizes employee safety. As a Mail Clerk, you will work in an environment that follows strict health and safety guidelines to ensure a secure workspace.
• Corporate Experience:
  Enhance your resume by working with TD, one of Canada’s largest and most recognized financial institutions. This will give you valuable corporate experience within their Branch Banking Delivery Excellence unit.

Qualifications Required for the Mail Clerk Role

1. Document Filing Experience:
   Experience with organizing, filing, and digitizing paper documents is essential. The ideal Mail Clerk will have prior experience in managing physical files and their transition into digital formats.
2. Basic Computer Skills:
   The role requires basic proficiency in using office equipment like copiers and scanners, as well as familiarity with basic computer operations.
3. Fluent in English:
   Strong written and verbal communication skills in English are necessary for reporting and communicating with the management team and colleagues.
4. Organizational Skills:
   The Mail Clerk must have excellent organizational skills to manage large volumes of documents efficiently.
5. Independent Worker:
   The ability to work independently with minimal supervision is key in this role. The Mail Clerk should be self-motivated and able to manage their workload effectively.

Desired Skills for the Mail Clerk Role

• Corporate Experience:
  Prior experience in a corporate environment, particularly in a financial institution, will be considered a strong asset.
• Document Digitization Experience:
  Familiarity with document digitization processes is highly desirable but not mandatory.

Why Apply for the Mail Clerk Position?

This position offers a fantastic opportunity for individuals with strong organizational skills and experience in document management. If you are detail-oriented, adaptable, and enjoy working independently, this could be the ideal role for you. As a Mail Clerk at TD, you will be contributing to the efficiency of one of Canada’s leading financial institutions, gaining valuable skills that will help shape your career.

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