Find & Apply For Document Control / Management Specialist Jobs in Baton Rouge, Louisiana

POSITION

Records Digitization & Quality Assurance Specialist (TEMPORARY) Reports to:

Director of Social Services Revised:

August 2026

Department:

Ryan White FLSA:

Non-Exempt

JOB PURPOSE

The Temporary Records Digitization & Quality Assurance Specialist functions under the supervision and guidance of the Director of Social Services. The Temporary Records Digitization & Quality Assurance Specialist converts existing paper files into complete, accurate, searchable electronic records. The position prepares, scans, indexes, imports, and validates documents in accordance with established workflows, the organization's document retention requirements, confidentiality expectations, and authorized disposition procedures. Because the role may handle sensitive and confidential information, consistent adherence to privacy, information security, and access-control requirements are essential. Essential Job Functions include, but are not limited to: Satisfies Core Competencies Accepts responsibility for meeting the standards of the professional, ethical, and relevant legislated requirements. Accepts responsibility for meeting professional, ethical, regulatory, and organizational standards. Maintains confidentiality and always protects sensitive information.

Records Management & Digitization:

Review assigned paper files and electronic resources to determine document type, condition, completeness, duplication, retention status, and appropriate disposition. Prepare documents for scanning by removing staples, clips, and bindings; repairing damaged pages when appropriate; and arranging documents in proper sequence. Operate scanners, imaging devices, Microsoft Windows computers, and document management systems to create clear, legible digital records. Apply established naming conventions, document types, dates, record identifiers, and metadata requirements to ensure accurate retrieval of records. Import scanned images and associated metadata into approved electronic databases and document management systems. Maintain custody and control of physical files throughout intake, preparation, scanning, indexing, storage, return, archiving, or destruction processes. Conduct audits of electronic and paper records to ensure compliance with retention schedules and organizational procedures.

Quality Assurance:

Validate scanned records against source documents to confirm correct record association, page count, sequencing, orientation, legibility, completeness, and successful upload. Perform image quality reviews and correct skewed, cropped, blurred, blank, duplicated, misfiled, or incomplete pages through rescanning or approved correction procedures. Reconcile scan batches, exception logs, and source documentation; document discrepancies and escalate unresolved issues to management. Maintain daily production logs, quality-control reports, and project status updates. Meet established productivity and accuracy expectations while prioritizing record integrity and quality.

Clerical:

Maintain organized electronic and physical filing systems. Track progress of document conversion projects and report completion status. Assist with document retrieval requests and records management inquiries. Support special projects and temporary assignments as directed by management.

Confidentiality, Privacy & Information Security:

Sign and comply with all applicable confidentiality, privacy, records management, acceptable use, and information security acknowledgments. Handle confidential information in accordance with organizational policies and all applicable legal and regulatory requirements. Maintain confidentiality during and after the temporary assignment. Immediately report lost or misplaced files, incorrect indexing, unauthorized access, or suspected privacy breaches. Use only organization-approved devices, systems, storage media, email, and transfer methods. Secure workstations, files, and records from unauthorized access.

Workforce Development:

Responsible for maintaining up-to-date knowledge, skills, and abilities Attends and participates in in-service, monthly staff meetings, continuing education offerings, community training events, conferences, and webinars as appropriate

Education:

Required:

High School Diploma or GED equivalent. Minimum one (1) year of administrative, records management, data entry, scanning, clerical, or document control experience preferred.

Preferred:

Experience with document imaging systems, electronic health records, or electronic document management systems. Experience in handling confidential healthcare, legal, financial, or personnel records. Skills, Licensure, and Knowledge Requirements Proficiency using Microsoft Windows, Microsoft Office applications, and standard office equipment. Ability to quickly learn scanning, imaging, and electronic records management systems. Strong attention to detail and accuracy. Ability to organize large volumes of records and maintain consistent filing standards. Knowledge of confidentiality, privacy, and records retention practices. Strong written and verbal communication skills. Ability to work independently and manage multiple priorities while meeting deadlines. Demonstrated commitment to data quality and customer service.

Physical Demands :

The physical demands described here are representative of those that must be met by the employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. While performing the duties of this job, the employee is regularly required to stand, sit, talk, hear, and use hands and fingers to operate a computer and telephone keyboard reach. Specific vision abilities required by this job include close vision requirements due to computer work. Light to moderate lifting is required. Ability to handle, sort, organize, and transport paper records and storage boxes. Ability to lift and carry up to 25 pounds. Ability to perform repetitive motions associated with scanning and document preparation.

Work Environment:

The work environment characteristics described here are representative of those the employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Moderate noise (i.e. business office with computers, phone, and printers, light traffic). Ability to work in a confined area. Extended periods of computer and scanner usage. Work performed primarily in an office or records storage environment. Frequent handling of confidential physical and electronic records. Ability to work in confined filing and storage areas.

Travel or Special Requirements:

Driving during the workday, as well as local or out-of-state travel, may be required to perform job duties. This job description includes the essential job functions and responsibilities of the job. I understand that it is not inclusive of every task inherent to the job. In addition, I understand that it may occasionally require assignment of tasks not specifically covered in this job description. Duties, responsibilities, and activities may change at any time with or without notice. I understand that I will comply with reasonable requests from my supervisor.