Document Scanning & Records Clerk - 26-13127

Job Description

Job Description

Document Scanning & Records Clerk

Location: Lacey, WA

Work Arrangement: 100% Onsite

Schedule: Monday–Friday, 7:00 AM–5:00 PM

Job Description

We are seeking a highly organized and detail-oriented Document Scanning & Records Clerk to support a large-scale records digitization project for a government agency in Lacey, WA.

The selected candidate will be responsible for preparing, scanning, indexing, naming, organizing, and quality-checking approximately 520,000 documents. This position requires strong attention to detail, accuracy, and the ability to process large volumes of physical and electronic records while following established procedures.

Key Responsibilities

• Prepare and organize large volumes of paper documents for digital conversion.

• Retrieve documents from boxes and folders and prepare them for scanning.

• Remove staples, paper clips, bindings, and other materials that may interfere with scanning.

• Repair damaged documents when necessary and ensure proper page orientation.

• Maintain individual files as separate document groups throughout the scanning process.

• Create document separator sheets with required information, including names, license numbers, and document types.

• Scan documents at a minimum of 300 DPI using auto-color detection.

• Perform full-text OCR (Optical Character Recognition) and create multi-page PDF files.

• Ensure each physical folder is converted into the appropriate digital document.

• Follow established file-naming conventions and indexing requirements.

• Verify document information and request clarification when details are unclear.

• Perform quality checks to ensure scanned documents are complete, legible, properly oriented, and accurately indexed.

• Identify and correct scanning, indexing, and image-quality errors.

• Rescan documents when necessary to meet quality standards.

• Upload completed digital files to designated secure network folders for quality review.

• Assist with transferring approved documents into Laserfiche or other records management systems.

• Maintain the confidentiality and security of sensitive government records.

• Keep the document-processing workspace clean, organized, and secure.

• Meet daily and weekly productivity and quality expectations.

• Collaborate with project leadership and team members to resolve document-processing issues.

Required Qualifications

• High school diploma or equivalent.

• Previous experience in document scanning, records management, data entry, document imaging, file administration, or clerical support.

• Strong attention to detail and accuracy.

• Good data-entry and keyboarding skills.

• Ability to process and organize large volumes of documents.

• Basic proficiency with Windows-based computers and electronic file management.

• Familiarity with creating, naming, saving, and organizing PDF documents.

• Ability to follow detailed written instructions and established procedures.

• Ability to perform repetitive tasks while maintaining accuracy and productivity.

• Strong organizational and time-management skills.

• Ability to work independently and as part of a team.

• Dependable attendance and punctuality.

• Must be able to work 100% onsite in Lacey, WA.

Preferred Qualifications

• Experience with high-volume document scanning equipment.

• Familiarity with OCR software and Adobe Acrobat.

• Experience with Laserfiche or other electronic document management systems.

• Knowledge of document indexing and quality assurance processes.

• Previous experience handling government, legal, healthcare, financial, licensing, or other confidential records.

• Experience as a Document Imaging Specialist, Records Clerk, Scanning Technician, Document Control Specialist, File Clerk, or Data Entry Specialist.