Document and Filing Specialist in Earth City, MO at Interface Security Systems

Date Posted: 8/14/2019

Job Snapshot

Job Description

At Interface, it’s the human equation that drives us.

Headquartered in St. Louis, Missouri, Interface is uniquely qualified to be the one source for safeguarding customer data, people, and assets. As the leading national provider of cloud-based managed network services and security systems for retail, commercial and small business customers, we provide the industry’s most comprehensive bundle of integrated solutions that connect and protect some of America’s best known companies.

Our service offerings include PCI-compliant private secure managed broadband, managed digital voice, alarm/event monitoring, interactive video surveillance, managed access control and fire/life safety systems. Multiple UL-Approved 5-Diamond CSAA Certified Secure Operations Centers monitor, manage and support their system, backed by a nationwide service delivery infrastructure.

Interface believes in the philosophy of listening to our customers and addressing their needs. We are guided by integrity as well as an all-consuming desire to exceed expectations and foster long-term partnerships. Our goal is nothing less than complete customer satisfaction. And we strive to achieve it by providing responsive, accommodating service to each and every one of our valued clients. 

Interface is seeking an experienced Document and Filing Specialist to join our corporate finance team in Earth City, Missouri!

 Specific Job Duties

  • Ensure accuracy and completeness of customer contract sales packets
  • Create, upload, and index document images to electronic document storage system (FileBound), not exclusive to sales and accounts receivable documents, accounts payable invoices, vendor and subcontractor packets, fixed asset records, and tax returns designated for electronic storage
  • Assist in the maintenance of process instructions for document scanning and indexing
  • Assist in maintaining on-site files and off-site storage files, including initiating document destruction requests, coordinating offsite record retrieval, and arrange returns to offsite storage in accordance with the company record retention policy and procedures
  • Efficiently prioritize workload to maintain timely processing to ensure deadlines are met
  • Complete projects to scan or import documents, not exclusive to mergers and acquisitions
  • Follow up to ensure all incomplete documents are received, scanned and filed
  • Prepare check payments for submission to vendors
  • Prepare, receive and distribute incoming or outgoing department mail and packages, including certified collections letters
  • Prepare and submit 3rd party placements and correspondence
  • Update Customer and Vendor Masterfile records in MS Dynamics NAV
  • Ensure customer addresses are accurate and in accordance with USPS standards
  • Prepare and submit credit memos for review and processing
  • Assist with research and investigation of contracts and other documents
  • Responsible for the compilation of audit requests for various audits
  • Specal Projects as assigned not exclusive to Acquisitions, NAV programming changes, Procedural Changes, and Training

Job Requirements

Document and Filing Specialist Qualifications

(Education, experience, specialized knowledge of skills – not personal qualities)

  • Minimum High School Diploma or equivalent

  • Minimum 2-3 years’ experience related to paper and electronic document management or similar work

  • Microsoft Office programs including Excel, Word, and Outlook

  • Microsoft Dynamics NAV or experience with Organizational ERP system

  • Proficient data entry; speed, accuracy and attention to detail are required. 

Expected Results from Document and Filing Specialist

(Measurable standards of performance – cost reduction, project deadlines, etc.

  • External and Internal deadlines are met in regards to job duties and assignments
  • All future billable sales packets are scanned and submitted to Invoicing Team within 1 business day of receipt.
  • All customer documents are reviewed and scanned within 15 days of receipt.  


Physical Requirements

  • The ability to lift a box up to 50 lbs. in weight

  • Ability to sit for extended periods of time 


Interface offers a competitive compensation package based on education and experience plus excellent benefits that include medical, dental, vision, 401(k), paid time off, the opportunity for growth and much more. Please submit a resume, cover letter, and compensation requirements.

Interface Security Systems will not discriminate against any employee or applicant for employment because of race, color, religion, sex, sexual orientation, gender identity, or national origin.  The contractor will take affirmative action to ensure that applicants are employed and that employees are treated during employment, without regard to their race, color, religion, sex, age, sexual orientation, gender identity, national origin, status as a protected veteran, or individual with a disability. Such action shall include, but not be limited to the following: Employment, upgrading, demotion, or transfer, recruitment or recruitment advertising; layoff or termination; for rates of pay or other forms of compensation; and selection for training, including apprenticeship. 

Interface Security Systems will, in all solicitations or advertisements for employees placed by or on behalf of the Interface Security Systems, state that all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, sexual orientation, gender identity, national origin, status as a protected veteran, or individual with a disability.