Clerical Assistant

Job Description: Clerical Specialist – Records Scanning Project

Job Title: Clerical Specialist (Records Digitization)
Employment Type: Full-Time, Temporary (6–12 months)
Location: Multi-site (travel between assigned sites required)
Reports To: Project Manager

Position Summary

The Clerical Specialist will support a multi-site records digitization project by locating, organizing, and scanning participant files. This role is site-based and will relocate to a new site once scanning at the current location is complete, continuing until all designated sites have been completed. The Clerical Specialist may also assist with general clerical duties as needed.

Key Responsibilities

• Review lists of active participants to identify and pull corresponding physical files at each site.
• Accurately locate, retrieve, and organize files in preparation for scanning.
• Scan participant files using designated scanning equipment/software, ensuring documents are saved to the specified digital location following naming and filing conventions.
• Verify scanned documents for completeness, legibility, and accuracy against original files.
• Maintain the confidentiality and integrity of participant records in compliance with applicable privacy policies and regulations.
• Track progress and report on file completion status by site.
• Refile or return physical documents appropriately after scanning, per site procedures.
• Travel to and work from multiple site locations as scanning is completed and the assignment progresses.
• Provide general clerical support as assigned, which may include data entry, filing, copying, or administrative assistance.
• Communicate proactively with supervisors regarding progress, discrepancies, or missing files.

Qualifications

• High school diploma or equivalent required.
• Prior clerical, administrative, or records management experience preferred.
• Experience with document scanning equipment and software is a plus.
• Strong attention to detail and organizational skills.
• Ability to handle sensitive/confidential information with discretion.
• Comfortable with repetitive tasks and high-volume document processing.
• Basic computer proficiency (file management, saving to shared/network drives, excel, google drive).
• Reliable transportation and willingness to travel between sites as required.

Physical Requirements

• Ability to lift and carry file boxes.
• Ability to stand, bend, and sit for extended periods while retrieving and scanning files.

Additional Details

• This is a temporary position expected to last 6–12 months, contingent on project completion across all sites.
• Work location will change periodically as scanning is completed at each site; advance notice of site transitions will be provided.
• Standard full-time schedule; specific hours may vary slightly by site.

Pay: From $18.00 per hour

Work Location: In person

Salary : $18