An Office or Administrative Assistant performs administrative work in an office. Works in a wide variety of office settings, such as a company or business, or a government office or school. Manages paper and electronic files, uses office equipment including computers, responds to phone calls and emails, routes mail and maintains calendars and schedules.
We are seeking a highly organized and detail-oriented Scanning & Administrative Assistant to join our team. The primary responsibility of this role is to transition physical files into our digital databases securely and accurately. In addition to document management, this position provides essential clerical support to ensure smooth day-to-day office operations. Key Responsibilities Document Scanning & Records Management (70%)
Preparation:
Prepare physical documents for scanning by removing staples, paper clips, and binding, ensuring pages are flat and legible.
Digitization:
Operate high-speed scanners to convert paper documents into high-quality digital files (PDFs, TIFFs, etc.).
Quality Control:
Review scanned images for clarity, completeness, and proper alignment; rescan documents as necessary.
Indexing & Uploading:
Accurately name, code, and route digital files into appropriate network folders and proprietary software systems.
Information Security:
Handle confidential client files, financial records, and secure documents in compliance with company privacy policies.
Archiving:
Organize, box, and label physical files for secure on-site storage or coordinate for off-site archiving and destruction. General Clerical & Administrative Support (30%)
Data Entry:
Input and verify basic information into internal databases or spreadsheets.
Mail & Correspondence:
Assist with sorting, distributing, and preparing incoming and outgoing mail or packages.
Office Supplies:
Monitor inventory for the copy/scan station and general office supplies; notify management when reordering is necessary.
Reception Backup:
Occasionally answer and direct incoming phone calls, take messages, or greet visitors when the primary receptionist is unavailable.
Ad-Hoc Tasks:
Perform other light administrative duties such as filing, photocopying, and running reports as requested by management.
Qualifications & Skills Education:
High school diploma or equivalent required.
Tech-Savviness:
Comfortable navigating multiple computer systems, file directories, and basic office software (e.g., Microsoft Office, Adobe Acrobat). Attention to
Detail:
High level of accuracy when indexing files and spotting errors in scanned documents.
Time Management:
Ability to manage repetitive tasks efficiently and meet daily processing goals.
Communication:
Strong written and verbal communication skills for coordinating with team members. Physical Requirements Ability to sit or stand for extended periods while operating scanning equipment. Must be able to lift, push, or pull standard banker boxes of files (up to 25-30 lbs).
Pay:
$15.00 per hour
Benefits:
401(k) 401(k) matching Dental insurance Health insurance Life insurance Paid time off Retirement plan Vision insurance Ability to
