Document Scanning Clerk

CTG is seeking to fill a Document Scanning Clerk opening for our client in Richmond, VA in order to support our growth. You will assist with the day-to-day operations within a Digital Imaging Center, with a focus on digital imaging and related duties.

The position is an operational role with accountability for managing all aspects of digital imaging and scanning. This position is key for meeting contractual SLA’s and ensuring customer orders are completed per specifications.

Location: Richmond, VA
Duration: Through the end of 2025 with high potential to be extended through end of 2026 or longer

Shift: M-F 8 am - 5 pm, high potential for over time

Pay Rate: $19.57/hr

Duties:

• Ensure customer issues and escalations are resolved or further escalated as appropriate.
• Conduct quality checks on own work to ensure accuracy and output meet standards.
• Adhere to all safety procedures and security requirements.
• Able to work independently and be part of a team.
• Perform backfile duties for absent coworkers.
• Perform other duties as assigned by Lead or Manager.

Mail/Shipping Responsibilities:

• Receive, sort, and process mail documents, packages, and supplies. Notify recipients as appropriate.
• Deliver and pick-up mail on scheduled mail runs.
• Perform outgoing postal and courier duties using shipping/postal systems, ensuring the most efficient and cost-effective methods.
• Track, trace, and resolve mail or courier issues.
• Fully operate, clean, and maintain all shipping and mail equipment.
• Contact third-party service providers for mail and shipping equipment if required.

Document Preparation:

• Validation/Reconciliation of boxes/files received.
• Prepare documents for scanning by removing staples, clips, rubber bands, or any type of bindings.
• Use a handheld scanner to scan the box barcode.
• Insert slip sheets at appropriate levels for document separation.
• Identify oversized documents for wide-format scanning.
• Identify undersized documents that may need special handling and escalate exception items during production to the lead.

Imaging Responsibilities:

• Operate high-speed scanning equipment to convert paper documents to digital formats.
• Perform visual quality checks on each image to ensure it meets required criteria (e.g., no double feeds, clear content, appropriate thresholds, etc.).
• Convert scanned documents, microfilm, and microfiche to digital formats.
• Ensure scanned images are indexed according to the naming mechanisms provided by the customer and/or RDIC leadership.

Essential Functions:

• Prepare customer documents for the digital imaging process.
• Check physical documents for issues that may complicate the scanning process.
• Index scanned images according to customer guidelines and additional post-imaging services.

Physical Demands:

• Minimal to moderate physical effort required. Moving boxes and loading paper into machines will be required. Project prep and scanning work will require finger dexterity and movement between machines.

Mental Demands:

• Problem-solving, written and verbal communication, information comprehension, and mental acuity are required.

Education:

• Minimum High School Diploma required.

Experience:

• At least 1 year of experience in a Customer Service environment.
• Data entry work experience (Data Entry Operator or Office Clerk preferred but not required).
• Experience with MS Office and data programs.
• Familiarity with administrative duties is beneficial.
• Typing speed and accuracy are required.
• Excellent spelling, grammar, and punctuation skills.
• Strong attention to detail and organizational skills.

Skills:

• Strong ability to handle and manage large volumes of documents.
• Ability to work effectively under deadlines.
• Willingness to learn new skills and adaptability when priorities change.

Operational Soft Skills:

• Planning, organizing, executing, and controlling skills.
• Problem-solving and issue assessment with prioritization.
• Self-initiative and results-oriented while being a team player.

Additional Role Requirements:

• Confidentiality and the ability to work in a secure environment.
• Core competencies in communication, organization, and task management.

*If offered the role there are additional State Checks required, this make take up to a month to complete.

CTG does not accept unsolicited resumes from headhunters, recruitment agencies, or fee-based recruitment services for this role.

Job Types: Full-time, Contract

Pay: $19.57 per hour

Schedule:

• 8 hour shift
• Overtime

Education:

• High school or equivalent (Required)

Experience:

• data entry: 1 year (Preferred)
• Print shop or copy center: 1 year (Preferred)
• Document scanning: 1 year (Preferred)
• Clerical Office: 1 year (Preferred)

Ability to Commute:

• Richmond, VA 23219 (Required)

Work Location: In person

Salary : $20