Job Description

POSITION SUMMARY: The Temporary Records and Office Assistant will support the organization and digitization of employee records. This role involves sorting and organizing paper files, preparing documents for scanning, scanning and indexing records into an electronic system, and ensuring that all records are accurate, complete, and securely handled.

ESSENTIAL FUNCTIONS & KEY RESPONSIBILITIES:

• Sort, organize, and prepare employee paper files for scanning, including removing staples and clips and repairing damaged pages as needed.
• Scan documents accurately and completely using office scanners and document management software.
• Name, index, and upload scanned files according to established procedures.
• Review scanned images for quality and legibility and rescan when necessary.
• Maintain a log or tracking sheet of files processed, files pending, and any missing or incomplete records.
• Flag duplicate, misfiled, or missing documents for supervisor review.
• Retrieve, refile, and transport records between storage areas and the work area.
• Follow retention and destruction procedures for original documents only as directed by a supervisor.
• Maintain strict confidentiality of all employee and organizational information.
• Perform other related administrative duties as assigned.

REQUIRED QUALIFICATIONS:

• High school diploma or equivalent required.
• Prior experience in an office, records management, or filing environment preferred.
• Experience using scanners, copiers, and document management systems preferred.
• Working knowledge of Microsoft Office (Word, Excel, Outlook) and basic computer skills.
• Strong attention to detail, accuracy, and organizational skills.
• Ability to handle sensitive and confidential information with discretion.
• Ability to work independently, manage time effectively, and complete repetitive tasks accurately.
• Bilingual in English and Spanish a plus.

SKILLS & COMPETENCIES:

• Strong organizational skills.
• Able to maintain focus and accuracy while performing detailed, repetitive work.
• Able to maintain confidentiality and handle sensitive information in compliance with organizational policies and applicable privacy laws.

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