Document Scanning & Records Clerk

Location:

Lacey, WA

Work Arrangement: 100% Onsite

Schedule:

Monday-Friday, 7:00 AM-5:00 PM

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.

• 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.

• 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.

• 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.