Job Description
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Reports to: Chief Financial
Officer FLSA status: Non-Exempt
(Temporary) |
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GENERAL
PURPOSE |
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Under the
supervision of the Chief Financial Officer, the Document Automation Assistant
is responsible for scanning, digitizing, and categorizing physical records to
streamline access. This is a part-time
,temporary position with flexible scheduling.
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POSITION
RESPONSIBILITIES |
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Check forms, records, reports, and other materials
for accuracy, completeness and conformity. ·
Scan, digitize, and accurately categorize
physical records into the digital system. ·
Maintain organized workflows and ensure
consistent adherence to established file-naming and archiving standards. ·
Assist in the development and refinement of
document management processes. ·
Collaborate with staff and leadership to
ensure records are digitized in an accessible and secure format. ·
Provide a weekly report to supervisor on
obstacles encountered, extent of progress, and nature of workload. ·
Follow all HIPAA and PAA policies and
procedures to protect client and employee information. ·
Related duties as assigned. |
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ESSENTIAL
SKILLS AND EXPERIENCE |
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·
Previous
experience in records management, document scanning, or related fields. ·
Familiarity
with digital document management systems and scanning equipment. ·
Strong
attention to detail and organizational skills. ·
Ability
to work independently and follow detailed instructions. ·
Excellent
communication skills and ability to adapt to evolving needs and processes. ·
General
knowledge of standard office practices, procedures, equipment and clerical
techniques. ·
General
knowledge of business English and spelling. |
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IMPACT
OF ERRORS |
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Errors
in this role can have a lasting impact on our records management process.
Inaccurate scanning, mislabeling, or improperly categorized documents can
lead to difficulties in retrieving records, delays in accessing critical information,
and potential compliance issues. Additionally, errors could undermine
confidence in the automated system, delaying our efforts to transition fully
to digital records and reduce storage needs. Accuracy, attention to detail,
and adherence to established processes are essential for ensuring a
successful, streamlined records management system. |
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REPORTING
TO THIS POSITION |
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PHYSICAL
DEMANDS AND WORK ENVIRONMENT |
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The physical demands and work environment
characteristics described here are representative of those that must be met
by an employee to successfully perform the essential functions of this job. Be
able to lift up to 25 pounds. Reasonable accommodations may be made to enable
individuals with disabilities to perform the essential functions. ·
Physical demands: While performing the duties of this job,
the employee is occasionally required to stoop and stand; walk; sit; use
hands for keyboarding; reach with hands and arms; balance; speak and
understand the English language. Normal hearing ability (may be with electronic
assistance). Specific vision abilities required by the job include close
vision, distance vision, color vision, peripheral vision, depth perception,
and the ability to adjust focus. ·
Work environment: While performing the duties of this job,
the employee is exposed to weather conditions prevalent at the time. The
noise level in the work environment is usually minimal. |
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GENERAL
SIGN-OFF |
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All
job requirements are subject to possible modification to reasonably
accommodate individuals with disabilities.
This job description in no way states
or implies that these are the only duties to be performed by the employee
occupying this position. Employees
will be required to follow any other job-related instructions and to perform
other job-related duties requested by their supervisor in compliance with
Federal and State Laws.
Requirements are representative of minimum levels of knowledge, skills
and/or abilities. To perform this job
successfully, the employee must possess the abilities or aptitudes to perform
each duty proficiently. Continued
employment remains on an “at-will” basis. |
SIGNATURE
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I have read and understand my job description.
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Name |
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Date |
Type: Temporary
Pay: $16.10 per HOUR
About
Peninsula Agency on Aging, Inc
The mission of Peninsula Agency on Aging, Inc. is to support the independence and quality of life of Peninsula residents primarily 60 years and over by advocating, arranging, or providing vital human services.