We are recruiting Document Scanning and Records Management Clerks to support high-volume processing work for one of our clients – a provincial Government Organization.

Position Details

• To electronically capture paper documentation (business correspondence) to a digital imaging storage system
• To operate and maintain high-speed image transports, ensuring the highest quality output in a fast-paced, high-volume environment while meeting daily deadlines
• To provide reliable records management through accurate indexing of imaged documents
• To control the routing, retention, and disposal of all scanned documents

Duties & Responsibilities

As part of a team, the role/position will:

• Open and extract contents from incoming mail using automated or manual equipment
• Batch and count correspondence for imaging according to established procedures
• Examine documents for threats and take immediate action as needed
• Perform daily maintenance on scanners and prepare equipment for operation
• Operate high-speed scanners and perform quality checks on all images
• Troubleshoot issues that affect imaging or data accuracy
• Manually classify documents and enter index data for images not recognized automatically
• Investigate and resolve missing or incomplete data using client systems
• Route and store scanned documents securely, following retention schedules
• Enter stats into spreadsheets and maintain logs for document traceability
• Train and assist new or temporary staff on scanning procedures
• Respond to urgent time sensitive requests
• Organize and prioritize incoming work while managing shifting priorities
• Monitor and coordinate multiple processing schedules to meet strict deadlines

Additional Information

• This is a physically active role; frequent lifting of boxes (20–25 lbs) is required
• Must be able to perform under pressure and meet a 48-hour turnaround requirement

Additional duties may be assigned by management

Knowledge Required

• Knowledge of image/data capture systems and scanning technology
• Understanding of records management and document retention procedures
• Comfort with arithmetic for batch counts and statistical reporting
• Proficiency in Microsoft Word, Excel, and Outlook for communication and reporting

Skills Required

• Analytical and organizational skills for document classification and prioritization
• Fast and accurate keyboarding for alpha-numeric data entry
• Sound judgment to escalate threats or errors promptly
• Physical stamina for box lifting and fast-paced tasks
• Communication and interpersonal skills for working with team members
• Adaptability to learn and use new systems and technologies
• Strong attention to detail to maintain imaging accuracy and legal integrity

Accessibility & Inclusion

Jombone is an equal opportunity employer. We are committed to an inclusive hiring process in accordance with the Accessibility for Ontarians with Disabilities Act (AODA). If you require accommodation at any stage, please let us know.

How to Apply

Upon clicking on apply, you will be redirected to Jombone page where you can upload your resume and apply. 

 Shortlisted candidates will be contacted for next steps, including screening and assessments.