Associate, Document Management - Toronto, Canada - BMO Financial Group

BMO Financial Group

Verified Company

Toronto, Canada

4 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

100 King Street West Toronto Ontario,M5X 1A1- Under the informal supervision of the Expediter, and the formal supervision of the Manager, the Messenger is accountable for physically moving all instruments (including but not limited to physical securities, cheques, and counter receipts) as well as other items (eg., envelopes and legal paperwork) from and to our external clients in downtown Toronto; also responsible for arranging outgoing overnight courier deliveries for WBPO.

Coverage for the Vault administrator
Coverage for Expediter
Access to assist Vault doors
Administrative assistance

The complexity of this process is considered to be low because of the routine nature of the work and limited financial and reputational risks.

ACCOUNTABILITIES
- timely and accurate deliveries and pick-ups of instruments, including the meeting of deadlines, usually under mínimal direct supervision
- demonstrating professional client service, both internally in our office and externally on the premises of our clients
- sending instruments to clients by overnight courier
- accurately accounting for securities in the Box Account once a week
- identifying situations of potential risk and escalating them to the Expediter, Assistant Expediter, or Manager; and/or the internal contact responsible for any given item or situation
- securing all items being carried in a manner consistent with policies and procedures prescribed by our insurance company and by any regulatory body

AUTHORITIES
To deliver on these accountabilities, the incumbent must have the following authorities:

responsible for the escalation of issues to the Expediter or the Assistant Expediter, and/or the Manager

CROSS-FUNCTIONAL RELATIONSHIPS
This job requires the incumbent to interact with the following processes and/or groups in BMO FG:

clients and peers within industry, both external and internal, for the purpose of enhancing business effectiveness within the scope of the work team.
As required, will interact with other WB Product Operations departments and LOB's in order to distribute and/or collect documentation as required.

SCOPE AND IMPACT
This job has direct or indirect impact on the following financial measures:

None at this time

KNOWLEDGE AND SKILLS

Knowledge

Basic knowledge and understanding of own department's key products and services.
Basic knowledge and understanding of routine procedures/processes that relate to the work team.
Detailed knowledge of downtown Toronto streets and buildings
Secondary education recommended.

Skills

Basic written and oral communication skills.
Good client service skills
Basic problem solving skills
Ability to meet shifting deadlines at short notice
Initiative and good judgment
Patience and tolerance of delay
Detail oriented
Good interpersonal skills
Good keyboarding skills, as relates to the work team

WORKING CONDITIONS:

The working hours may shift dependent on upon external factors.
Some aspects of the role may be physically challenging due to the repetitive nature of assigned tasks. (eg., walking, standing, carrying heavy items). The working environment provides mínimal exposure to discomfort or risk to safety.
Ability to adapt to changing circumstances and deal with working in a high stress environment, as well as the pressure in meeting deadlines poses some mental stress.

Provides document management services and processes including (but not limited to) filing, safe custody, sending/retrieval, imaging/digitizing, maintenance, archival and destruction of documents, leading to secure, consistent and effective access to and management of documentation.

Document types include account documentation, securities/certificates, transaction information, etc.

Coordinates and executes specific activities for the implementation of strategic initiatives; includes tracking metrics and milestones.
Determines type of documents and appropriate document management actions as per document management request and establish procedures and processes.
Reviews documents to verify that forms are correctly completed and required formats are used.
Executes data entry/processing/tracking to support document management activities.
Develops and maintains effective relationships with team members and stakeholders to execute work and fulfill service delivery expectations.
Executes work in accordance with defined procedures and processes to meet the prescribed timeframe.
Understands risks inherent in the operating area and ensures appropriate actions, including accuracy and safeguarding of all documents.
Follows records retention guidelines and policies for type of documentation, as required.
Completes standardized tasks under supervision.
Performs initial problem solving within given rules/limits & escalates when required.
Broader work or accountabilities may be assigned as needed

Qualifications: