Records Digitization Assistant

Records Digitization Assistant

Temporary 3-4 Month Assignment

Job Description

Mission: To provide quality services that advance well-being in children, youth, and their families through environments  and relationships that are safe, nurturing, and respectful.

Position Title: Records Digitization Assistant

Hours: Part-Time (20 - 32 hours per week); Monday – Thursday (8am - 1pm) 5 hour/day

Starting Salary: $25.00 per hour (all new hires begin at starting salary regardless of experience)

Department: Administration

Program Service Area: Human Resources/Fiscal

Reports To: COO

Direct Reports: N/A

FLSA Status: Non exempt

EEO Job Category: Administrative Support

Benefits: We provide our part-time staff with voluntary benefits, and a 403b Retirement Plan with a matching contribution of up to 2%, depending on years of service. Time off accrual for this position includes 1 hour of California Paid Sick Leave for every 30 hours worked,with a maximum accrual of 80 hours per calendar year.

POSITION SUMMARY

The Records Digitization Assistant supports HR/fiscal in transitioning paper personnel and accounting files to electronic

records. The Records Digitization Assistant organizes, scans, and files documents in Google Drive. The Records

Digitization Assistant ensures accuracy, consistency, and confidentiality of employee and financial records.

ESSENTIAL FUNCTIONS

RESPONSIBILITIES

● Prepare and organize physical employee files

● Remove staples, paperclips, and sort documents into categories

● Create and manage employee/financial folders in Google Drive

● Scan and upload documents accurately

● Rename files using standardized naming conventions

● Ensure proper filing into designated subfolders

● Maintain confidentiality of sensitive information

● Dispose of physical files in shred bins after verification

● Process one employee file at a time from start to finish

● Process financial files as directed by Controller/COO

● Other duties as assigned

JOB COMPLEXITY

● Work effectively across all program service areas for Agency wide effective communication and

operations

● Under HR’s direction will participate in preparing and reviewing in any legal related matters

STAFF SUPERVISION

● None

COMMUNICATION

● Maintains the highest level of confidentiality

AGENCY LEADERSHIP

● Exemplify and promote agency mission, vision and core values

● Represents Harmonium in a positive, professional manner and sets an example for staff

DECISION MAKING

● Judgment and decisions are guided by professional standards and Harmonium and program policies,

contracts and guidelines

MINIMUM COMPETENCIES

EDUCATION & EXPERIENCE

● 1-3 years of experience in an administrative office setting

KNOWLEDGE, SKILLS & ABILITY

● Strong attention to detail and organization

● Ability to handle confidential information

● Basic computer and email proficiency

● Ability to follow structured processes

● Experience with Google Drive or document management systems preferred

ADDITIONAL EMPLOYMENT REQUIREMENTS

● Valid TB results required

● Must receive Fingerprint Clearance upon hire (paid by Harmonium)

PHYSICAL REQUIREMENTS

● Ability to sit or stand for extended periods

● Ability to lift up to 20 lbs

● Manual dexterity for handling paper and scanning equipment

● Reasonable accommodations may be made to enable individuals with disabilities to perform essential

functions

DIVERSITY STATEMENT

Harmonium is committed to creating a diverse environment and is proud to be an equal opportunity employer. We seek

to cultivate a work environment that encourages fairness, teamwork, and respect among all employees/interns. We are

committed to maintaining an atmosphere in which people of diverse backgrounds and lifestyles may grow personally

and professionally.

DISCLAIMER NOTICE: This Job Description is intended to describe the general nature and level of work being performed

by the employee in this position. It is not intended to be an all inclusive list of all responsibilities, duties, and skills

required of a person in this position. This job description is subject to change at any time.