Job Description
Job Description
The Special Projects Associate is responsible for supporting both Electronic Document Management (EDM) operations and Inventory Management. This role involves document preparation, scanning, indexing, and quality control processes, as well as organizing, tracking, and maintaining physical and digital records, including medical and legal documents. The ideal candidate will possess strong attention to detail, the ability to work in a fast-paced environment, and an understanding of inventory control procedures to ensure accurate recordkeeping and efficient document retrieval.
ESSENTIAL DUTIES AND RESPONSIBILITIES :
- Document Preparation & Indexing :
Sort and prepare hard copy records for scanning per client specifications.
Remove staples, paper clips, and bindings while ensuring documents remain intact.Ensure documents are properly aligned and formatted for optimal scanning quality.Scanning Operations :Operate high-speed scanners to convert physical documents into digital formats.
Monitor scanning hardware performance and report any malfunctions.Perform routine cleaning and maintenance of scanning equipment to ensure efficiency.Quality Control & Error Resolution :Conduct thorough quality checks on scanned documents to verify clarity, completeness, and accuracy.
Identify and correct image errors such as skewing, blurriness, or misalignment.Document and report recurring scanning issues and suggest corrective actions.Data Entry & Validation :Use manual data entry and validation tools to ensure the accuracy of indexed fields.
Cross-check digital files against physical documents for completeness.Packing & Inventory Management :Pack paper records, including medical and legal documents, ensuring proper handling and security.
Conduct file-level inventorying for accurate tracking and retrieval.Label and categorize packed documents for efficient storage and access.Ensure compliance with regulatory requirements for sensitive document handling.Inventory Specialist Responsibilities :Accurately log and categorize medical and legal records into an inventory system per clients specifications.
Maintain detailed and organized records of document locations, retrieval history, and status updates.Assign labels, or barcodes to records for efficient organization and retrieval.Perform regular audits and updates to ensure inventory accuracy.Adhere to HIPAA (for medical records) and legal confidentiality guidelines to ensure sensitive information is protected.Implement proper chain-of-custody procedures for handling and transferring records.Monitor and report any discrepancies or missing records promptly.Sort, box, and shelve records in designated storage areas according to retention policies.Ensure proper labeling and indexing for quick and easy retrieval.Manage physical storage space efficiently to accommodate incoming documents.Respond to record retrieval requests in a timely manner.Coordinate with authorized personnel to provide access to specific documents as needed.Track and document all requests and movements of records.Prepare records for scanning and digital archiving.Ensure scanned documents are clear, complete, and properly indexed.Cross-check physical and digital copies to verify accuracy.Reassembly & Delivery Preparation :Reassemble documents back to their original state as required by project guidelines.
Ensure all scanned documents are properly categorized and uploaded for final processing.Prepare final deliverables, ensuring all documentation is complete before submission.General Responsibilities :Maintain a clean and organized workspace following Imaging Center guidelines.
Ensure no unfinished work is left at workstations and that all tasks are properly completed before leaving.Demonstrate a desire to learn and grow within the department.Adhere to production schedules and meet project deadlines.Assist the Senior Project Manager in project setup and delivery site coordination as required.Utilize carts to transport document containers as necessary.Comply with all company policies and procedures related to document imaging operations.JOB REQUIREMENTS :
Education & Experience :High School Diploma or equivalent.
Previous experience in document imaging, scanning, or inventory management is preferred but not required.Skills & Abilities :Strong attention to detail and accuracy in a production environment.
Ability to work at a consistent pace to meet production goals while maintaining quality standards.Comfortable working both independently and in a team setting.Basic computer proficiency, including data entry and file management.Physical Requirements :Routine lifting of 20–60 lbs.
Frequent scanning, bending, stretching, and overhead reaching.Ability to sit or stand for extended periods.Routine pushing and pulling of document storage boxes.Primary working conditions are typical for an indoor / office environmentGRM does not discriminate in employment on the basis of race, color, religion, sex (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, membership in an employee organization, retaliation, parental status, military service, or other non-merit factor. All employment is decided on the basis of qualifications, merit, and business need.
