Records Digitization Clerk

Position Title

Records Digitization Clerk

FLSA: Non-Exempt

Reports To: Chief Technology Officer

Updated: 2026

Salary/Benefits: $17 per hour

Schedule: Part-Time / As Needed

Starting Date: Immediately

The Records Digitization Clerk is an independent, non-collaborative, on‑site role dedicated to converting physical records into high‑quality digital assets to support the organization’s digitization and compliance initiatives. The Clerk will report directly to the Chief Technology Officer and will process a high volume of sensitive, historical, and confidential records, ensuring accurate archiving and data integrity.

• Sort, organize, and prepare diverse physical files and institutional records for digitization, including removing staples/paperclips, repairing torn pages, and aligning multi‑sized documents.
• Operate high‑volume document scanning hardware and capture software to convert physical assets into standardized digital formats such as PDFs and 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 records.
• 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 destruction according to established retention schedules.
• Perform basic preventive maintenance on scanning equipment and promptly report irregularities to the Chief Technology Officer.

• Perform other related tasks as assigned.

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

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. Discretion and the ability to handle private, restricted, or legally protected information with strict confidentiality are essential.

Performance will be evaluated annually.

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 present information and respond to questions from the technology department and administrative leadership.

Ability to add, subtract, multiply, divide in all units of measure, use whole numbers, fractions, decimals; compute rates, ratios, percentages; compile production data for routine scanning volume reports.

Ability to define problems, collect data, establish facts, draw valid conclusions, interpret technical instructions and digital folder structures to handle abstract and concrete variables.

Requires frequent sitting or standing at a scanning station for long periods, use of hands to manipulate documents, lift at least 30 lbs. Repetitive hand and wrist movements for document preparation, sorting, scanning.

On‑site independent workspace se level is moderate to quiet.

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.