Document Management Clerk

HR Records Scanning Specialist

Hiring Client: DC Government Agency
Location: Washington, DC
Job Type: Full-Time, Onsite
Pay Rate: $20.00 per hour
Schedule: 40 hours per week, Monday-Friday
Shift: 8:00 AM-4:00 PM or 9:00 AM-5:00 PM
Duration: 3-month contract with option to extend

Position Overview

A DC Government Agency is seeking a reliable and detail-oriented HR Records Scanning Specialist to support the digitization of Human Resources personnel records. This is a fully onsite position responsible for preparing, scanning, organizing, and managing sensitive HR documents for review and upload into the electronic Official Personnel Folder (eOPF) system.

The ideal candidate will have experience handling confidential records, strong organizational skills, and the ability to maintain accuracy while working with high volumes of documentation.

Key Responsibilities

• Receive paper Human Resources records from authorized HR personnel.
• Prepare documents for scanning by removing staples, paper clips, and other fasteners.
• Repair or protect torn or fragile documents as directed by HR staff.
• Maintain original document order unless otherwise instructed.
• Scan documents into PDF format.
• Create searchable PDF files using Optical Character Recognition (OCR) when directed or when system capability allows.
• Scan documents at 300 DPI unless otherwise instructed.
• Select appropriate scanning settings (color, grayscale, or black-and-white) based on HR guidance and document readability.
• Perform quality control by reviewing scanned files for completeness, readability, proper orientation, and correct page order.
• Save scanned documents to the designated PDS network drive.
• Apply required file-naming conventions and folder structures.
• Correct scanning errors identified during the review process.
• Access and upload documents into the electronic Official Personnel Folder (eOPF) system when separately authorized and assigned.
• Maintain completion logs and reports documenting work performed.
• Return paper records to the appropriate HR office or secure storage location after scanning, when directed.
• Safeguard Personally Identifiable Information (PII) and maintain strict confidentiality at all times.

Qualifications

• Experience handling sensitive or confidential records.
• Basic computer proficiency and document management skills.
• Experience operating document scanning equipment and PDF software.
• Strong attention to detail and organizational skills.
• Ability to follow detailed file-naming conventions and document organization procedures.
• Understanding of the importance of protecting confidential information and PII.
• Ability to work independently while meeting productivity and quality standards.

Preferred Qualifications

• Previous experience supporting Human Resources, records management, or government administrative operations.
• Familiarity with electronic document management systems or eOPF is a plus.

Why Apply?

This is an excellent opportunity to support a DC Government Agency in an important records digitization initiative. Candidates who demonstrate strong performance may be considered for a contract extension beyond the initial three-month assignment.

The Midtown Group is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran. We are a small, woman-owned business certified by the Women's Business Enterprise National Council (WBENC). Operating from our headquarters in Washington, DC, we provide trusted staffing services nationwide. Our clients include thousands of the most prestigious Fortune 500 companies, law firms, financial organizations, tech innovators, non-profits, and lobbying firms, as well as federal, state and local government agencies.