Data Entry, Records

Overview

The Data Entry, Records position provides temporary administrative support by converting active and inactive files into the organization's designated digital storage system. The role reviews source documents, uploads and organizes records, and verifies that electronic files are complete, legible, and stored in the correct location. The position supports timely access to employee records while handling confidential information in accordance with organizational procedures.

Responsibilities and Duties:

- Collect active and inactive files designated for digitization.

- Review source files and prepare documents for scanning or electronic upload.

- Scan or upload documents into the organization's designated digital storage system.

- Apply established file-naming conventions, folder structures, document categories, and indexing procedures.

- Match each uploaded document to the correct source and record location.

- Verify uploaded records for accuracy, completeness, legibility, correct orientation, and retrievability.

- Identify and promptly report missing, duplicate, unreadable, misfiled, or incorrectly indexed documents.

- Maintain assigned tracking logs or progress records for completed and outstanding files.

- Protect confidential information and limit record access to authorized individuals.

- Handle physical and electronic records carefully to prevent loss, damage, alteration, or misplacement.

- Follow assigned priorities, procedures, deadlines, and supervisor instructions.

- Return or re-file physical documents in the designated location after successful upload and verification.

- Comply with the agency's confidentiality requirements at all times.

- Any other duties assigned by supervisor.

Schedule : 25 hours per week, Monday through Friday, 8:00 a.m. to 1:00 p.m. Not eligible for benefits

This is a temporary position with an anticipated duration of approximately one month. The engagement may be extended based on records volume. Any extension will be confirmed in writing.

Physical Requirements and Working Conditions:

- Work environment: Office-based.

- Physical activity: Prolonged sitting and computer use; and reading and scanning paper and electronic records. May intermittently stand, walk, bend, and reach to access files and office equipment.

- Other conditions: Frequent use of a computer and scanner and routine handling of confidential employee records.

Qualifications

Education, Qualifications, Experience:

- High school diploma or equivalent required

- Must be at least 18 years old.

- Ability to use computers, scanners, and digital document-storage systems to upload and organize records.

- Reporting skills, Administrative Writing Skills, Microsoft 365 Applications Skills, Managing Processes, Organization, Analyzing Information, Professionalism, Problem Solving, Supply Management, Inventory Control, Verbal Communication.

- Must satisfactorily complete all pre-employment screening required under 10A NCAC 70F .0206, including no substantiated findings of abuse or neglect listed on the NC Health Care Personnel Registry or the Responsible Individuals List, and no disqualifying criminal convictions, before beginning work