Document/Records Clerk

Job Title

Pay Range: $28.95hr - $37.57hr

Requirement/Must Have:

• 2+ years of administrative, records management, or document control experience.
• Experience working with electronic document management systems (EDMS) (Laserfiche preferred).
• Strong proficiency in Microsoft Excel and Microsoft Office.
• Exceptional attention to detail and accuracy.
• Ability to review large volumes of documents systematically and consistently.
• Strong organizational and time-management skills.
• Effective written and verbal communication skills.
• Ability to work independently with minimal oversight.

Responsibilities:

• Retrieve and track assigned archival boxes using a shared tracking system.
• Perform inventory and categorization of physical project records.
• Will require lifting of archive boxes up to 50lb.
• Verify that all documents exist in the agencys EDMS or associated digital storage (hard drives/CDs).
• Conduct page-by-page quality reviews to ensure completeness of records.
• Ensure legibility and proper orientation.
• Identify gaps, missing records, or quality issues in digital files.
• Scan physical documents or pages that are missing from the EDMS.
• Upload and correctly index documents into Laserfiche.
• Maintain accurate tracking of work status, issues, and resolutions in Excel.
• Coordinate retrieval of supplemental digital records (e.g., external hard drives) when needed.
• Prepare boxes for final disposition (retention or shredding) once review is complete.
• Communicate progress and completion status to project lead.
• Perform other administrative and project-related tasks as assigned by supervisor.
• Review and organize digital project files in SharePoint and network folders.
• Clean up and standardize folder structures for consistency and ease of access.
• Create and maintain centralized folders for key deliverables, including As-Builts.
• Locate and consolidate project records stored across multiple platform locations.
• Apply consistent file naming and organization standards.
• Coordinate with project teams to locate missing or incomplete records.
• Complete verification of assigned archival boxes.
• Ensure all records are digitized, accurate and complete, and properly stored in EDMS or hard drive.
• Maintain a fully updated tracking log documenting progress and issue resolution.
• Prepare materials for final disposition in accordance with retention procedures.
• Support implementation of a centralized As-Built document library, ensuring records are complete, organized, and easily accessible.

Nice to Have:

• Experience with Laserfiche, agencys electronic document management system.
• Background in engineering, construction, or project-based document environments.
• Familiarity with archive management or records audits.