Office Assistant

Position Overview

We are seeking a detail-oriented Contract Clerical Assistant to support a large-scale document digitization and records management project. This role will focus on scanning, indexing, organizing, and maintaining electronic files to help create and manage a comprehensive digital library. The ideal candidate is highly organized, comfortable working with large volumes of documents, and able to maintain accuracy while meeting project deadlines.

Key Responsibilities

• Prepare physical documents for scanning, including sorting, labeling, and removing staples or paper clips.
• Scan paper records and upload files into designated electronic filing systems.
• Organize, rename, and categorize digital files according to established procedures.
• Perform quality control reviews to ensure scanned documents are complete, legible, and correctly indexed.
• Maintain accurate records of scanned and archived documents.
• Aid with data entry and document tracking as needed.
• Identify duplicate, missing, or improperly filed records and resolve discrepancies.
• Maintain confidentiality and security of sensitive information.
• Support additional clerical and administrative tasks related to records management projects.

Qualifications

• A high school diploma or equivalent is required.
• Previous clerical, administrative, data entry, records management, or document control experience is preferred.
• Proficiency with Microsoft Office, particularly Outlook, Excel, and Word, is required.
• A strong attention to detail and organizational skills are essential.
• The ability to work independently and manage priorities effectively is crucial.
• Comfortable performing repetitive tasks while maintaining a high level of accuracy is important.
• The ability to handle confidential information with discretion is necessary.

Preferred Skills

• Experience with document scanning equipment and electronic filing systems is preferred.
• Familiarity with records retention and document management practices is beneficial.
• Strong typing and data entry skills are advantageous.