Scanning Assistant Temp

Who we are: The California Dental Association is a membership organization that represents 27,000 of the state’s best and brightest dental professionals and champions the oral health of the communities they serve. As the largest state dental association in the U.S., CDA delivers remarkable advocacy initiatives, fierce protection, innovative education, and expert guidance to our members. Founded in 1870, CDA has innovated and grown into a family of companies that includes the association, The Dentists Insurance Company (TDIC), TDIC Insurance Solutions, Rotunda Partners, and the CDA Foundation. We’re a mission-driven organization that empowers our members and supports their practices, dental teams, profession, and patients.

About the role

In collaboration with the Governance & Strategic Operations Director and Senior Executive Assistant, responsible for the successful execution of the Iron Mountain scanning project. Assist with the scanning of organizational documents for retention purposes, utilizing identified document retention requirements.

Universal Competencies:

• Collaboration: Proactively engages with an iterative mindset to enhance ideas and achieve organizational results; cultivates relationships, builds partnerships, shares, and learns without boundaries.
• Service: Focusing on meeting needs and exceeding expectations for those served inside and outside the organization.
• Respect: Embracing others for their true authentic self; nurture and promote an environment that values diversity of thought, input, experience, and expertise.

Essential Competencies:

• Approachability: Is consistently approachable, open to feedback, and truthful; builds trust and authentic professional relationships.
• Adaptability: Appropriately adjusts behavior to changing conditions and business needs; modifies approach to succeed with new situations and timelines.
• Problem solving: Applies analysis, creativity, resilience, and logic to reach optimal outcomes; develops and implements solutions.

Responsibilities

• Prepare files for scanning – remove paper clips/staples, sort, and organize documents for high-speed scanning.
• Assist in determining key identifiers for each set of files; identify destruction date(s) based on document retention requirements.
• Collaborate with respective staff liaison(s) to obtain additional information, as needed.
• Work with the IT department to configure OnBase (document management system), should key identifiers or destruction dates need to be adjusted.
• Independently scan files, ensuring organizational compliance with the document retention requirements.
• Conduct audits to confirm that scanned files have been uploaded and are accurately reflected within OnBase (e.g., file name, destruction date, etc.); ensure files are legible and complete (no missing pages).
• Identify and recommend process improvements to increase business efficiencies.
• Maintain confidentiality of information contained in the files/documents.
• Perform other duties as assigned.

Requirements

• Prior experience with project work.
• Strong organizational skills and attention to detail.
• Excellent interpersonal, verbal, and written communication skills.
• Ability to perform job duties independently, exercising good judgment, discretion, and professionalism.
• Computer skills, including the ability to operate Microsoft Office Suite (Word, Excel, PowerPoint, Teams).

Preferred Qualifications

• Experience with scanners and document management software.

Working Conditions

• Constantly (67-100%) standing and scanning documents.
• Frequently (34-66%) sitting and working on a computer.
• Occasionally (1-33%) walking and bending.
• Ability to lift boxes of files (up to 25-30 lbs).

Pay

$25.00 - $30.00 per hour

Schedule

Full time, in office. Duration: 4-6 months.