Administrative Scanning Specialist

Administrative/Scanning Specialist 

JOB DESCRIPTION 

 
Department: Business Office
Reports to: Membership Director and CFO
FLSA Status: Part-Time, Non-Exempt (Casual – Up to 16 Hours Per Week)
Location: On-Site 

Position Summary
The Administrative Scanning Specialist is a casual, part-time role responsible for supporting ongoing document imaging projects within the Administrative, Membership, and Finance departments. This position focuses on scanning, indexing, and organizing high-volume documents to maintain accurate and accessible digital records. The role works closely with the Membership Director and the CFO to ensure scanning tasks are prioritized and completed efficiently. 

Essential Duties and Responsibilities
• Perform routine scanning of membership documents, financial paperwork, applications, and archived files.
• Prepare physical documents for scanning, including sorting, removing staples, and batching.
• Index and label scanned files using established naming conventions and storage structures.
• Review scanned documents for accuracy, clarity, and completeness; re-scan items when necessary.
• Organize and maintain digital files in alignment with retention schedules and audit requirements.
• Provide regular updates on project progress and communicate delays or concerns to leadership.
• Retrieve scanned records for audits, reviews, and department requests.
• Handle confidential information with discretion and adhere to data security protocols.
• Support general administrative tasks assigned. 

Required Qualifications
• High school diploma or equivalent.
• Strong attention to detail and accuracy with repetitive tasks.
• Experience using scanners, copiers, or digital filing systems.
• Reliable, organized, and able to manage time effectively.
• Basic proficiency with Microsoft Office and shared drives.
 

Preferred Qualifications
• Previous administrative, records management, or office support experience.
• Familiarity with document retention or audit documentation processes. 

Work Hours
• Part-time position, not exceeding 16 hours per week.
• Schedule may be adjusted based on project needs and supervisor direction. 

Appearance and Grooming
• Follow staff handbook guidelines for workplace appearance and conduct.
• Adhere to department-specific uniform requirements; maintain a neat, professional appearance. 

Language Skills
• Speak clearly and concisely to ensure effective communication with staff and Club members.
• Demonstrate professionalism and diplomacy when managing demanding situations. 

Reasoning Abilities
• Apply sound judgment to carry out written, verbal, or diagrammed instructions.
• Address problems involving multiple variables and interact effectively with diverse personalities. 

Physical Demands
• Routine activities include sitting, standing, walking, kneeling, squatting, bending, pushing, pulling, twisting, reaching, and climbing stairs or ladders.
• Must be able to lift and carry up to 50 pounds. 

Work Environment
• Moderate noise levels consistent with hospitality or country club settings.
• Primarily office-based, with occasional exposure to cleaning chemicals, equipment, or varying environmental conditions.
• Follow all Club safety policies and PPE requirements in operational areas. 

Limitations and Disclaimer
This job description outlines the general scope and nature of work expected for this role at Westwood Country Club. It is not a comprehensive list of all duties, responsibilities, and skills required. Job requirements may be modified as needed. Reasonable accommodation will be provided for individuals with disabilities. Employees may be assigned additional duties as required. Employment is at-will and may be terminated at any time, with or without cause, in accordance with applicable laws. 

EEO Statement
Westwood Country Club is an equal opportunity employer and welcomes applications from individuals of all backgrounds, regardless of race, color, gender, sexual orientation, disability, or any other protected status. 

Background Checks & Drug-Free Workplace
Employment is contingent upon successful completion of a background check and, if required, a drug screening. 

Acknowledgment of Employee: 

I acknowledge that I have received, read, and understand this job description and the expectations outlined herein.