Document/Records Clerk

The team supports a portfolio of transportation and infrastructure projects, including planning, environmental clearance, design, and construction activities. Work is performed in a collaborative, in-office environment alongside the client, ensuring alignment with project requirements, standards, and procedures. The Document Controls Team is responsible for managing project records throughout their lifecycle, including document intake, organization, distribution, storage, retrieval, and archiving within the Electronic Document Management System (EDMS). The team ensures that project documentation is accurate, accessible, and maintained in accordance with established standards, retention policies, and audit requirements. As part of an ongoing records management initiative, the team is undertaking a focused effort to review, verify, and digitize archived project documentation to ensure completeness, quality, and compliance.

POSITION SUMMARY

The Temporary Administrative Specialist will support a focused records management initiative involving the review, verification, and digitization of archived project files. This role is responsible for ensuring physical project records are accurately captured, organized, and maintained within the organization’s Electronic Document Management System (EDMS), Laserfiche, and shared platforms such as SharePoint. This is a task-driven assignment requiring strong attention to detail, organization, and the ability to perform repetitive, quality-focused document review work with minimal supervision.

KEY RESPONSIBILITIES

Physical Archives/EDMS 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 the agency’s EDMS or associated digital storage (hard drives/CDs) Conduct page-by-page quality reviews to ensure: Completeness of records Legibility and proper orientation No missing, cut-off, or distorted content 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 Digital File Organization / As-Built Support 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 Perform other administrative and project-related tasks as assigned by supervisor Complete verification of assigned archival boxes Ensure all records are: Accurate and complete 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 Required Qualifications 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 Preferred Qualifications Experience with Laserfiche, agency’s electronic document management system Background in engineering, construction, or project-based document environments Familiarity with archive management or records audits Primarily office-based with physical handling of archive boxes and documents Will require lifting of up to 50lb archive boxes Repetitive, detail-oriented work requiring sustained focus #J-18808-Ljbffr Global Edge Group