Records Digitization Clerk

Records Digitization Clerk

The Records Digitization Clerk position is available at the Livingston Educational Service Agency (LESA). This is an independent, non-collaborative, on-site role dedicated to converting physical records into high-quality digital assets to support the organization's ongoing digitization and compliance initiatives. The Document Scanner will report directly to the Chief Technology Officer and is responsible for processing a high volume of highly sensitive, historical, and confidential institutional records, ensuring accurate archiving and absolute data integrity.

Essential Functions:

• Sort, organize, and prepare diverse physical files and institutional records for digitization, including removing staples/paperclips, repairing torn pages, and aligning multi-sized documents
• Efficiently operate high-volume document scanning hardware and capture software to convert physical assets into standardized digital formats (e.g., PDFs, TIFs)
• Conduct meticulous page-by-page quality control checks on scanned images to ensure optimal legibility, correct orientation, completeness, and clarity
• Apply precise metadata, standardized naming conventions, and specific folder directory structures to scanned files to ensure digital assets are easily searchable and accurately archived
• Maintain absolute confidentiality and data security while handling highly sensitive, restricted, and legally protected agency, personnel, financial, and individual record types
• Execute daily scanning targets independently with minimal supervision, demonstrating strong time-management skills in an isolated workspace
• Securely organize, re-box, or prepare physical source documents for long-term storage or compliant destruction according to established retention schedules
• Perform basic preventive maintenance on scanning equipment (such as cleaning rollers and glass) and promptly report any hardware or software irregularities to the Chief Technology Officer

Additional Duties:

• Performs other related tasks as assigned.

Education and/or Experience:

• High school diploma or equivalent required
• Experience with document scanning hardware, data entry, digital archiving systems, or clerical document management preferred

Key Characteristics:

The preferred candidate will have exceptional attention to detail, strong technical aptitude with scanning technology, and a proven ability to work productively in an isolated, non-collaborative setting for extended periods. Ultimate discretion and the ability to handle private, restricted, or legally protected information with strict confidentiality is essential to the success of the technician.

Evaluation:

Performance for this position will be evaluated on an annual basis.

Language Skills:

Ability to read, analyze, and interpret technical procedures, digital archiving standards, or governmental document retention guidelines. Ability to write routine logs, tracking sheets, and basic business correspondence. Ability to effectively present information and respond to questions from the technology department and administrative leadership.

Mathematical Skills:

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent, and to compile production data for routine scanning volume reports.

Reasoning Ability:

Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions and digital folder structures to deal with several abstract and concrete variables.

Physical Demands:

While performing the duties of this job, the employee is frequently required to sit or stand at a scanning station for long stretches of time, use hands to finger, handle, or feel documents, and lift a minimum of 30 lbs. Repetitive hand and wrist movements are required for document preparation, sorting, and scanning.

Work Environment:

While performing the duties of this job, the employee works entirely on-site in an independent workspace at LESA. The noise level in the work environment is moderate to quiet.

The employee shall remain free of any alcohol or non-prescribed controlled substance in the workplace throughout his/her employment in the District.

The Board of Education of the Livingston Educational Service Agency does not discriminate on the basis of race, color, religion, national origin, sex, (including sexual orientation or transgender identity), disability, age, religion, height, weight, marital or family status, military statues, ancestry, genetic information, or any other legally protected category, (collectively, "Protected Classes"), in its programs and activities, including employment opportunities.

Inquiries regarding non-discrimination policies should be directed to the Deputy Superintendent for Administrative Services.