Imaging Specialist

Position Overview

The Imaging Specialist is a detail-oriented administrative professional responsible for supporting the retention, archiving, and electronic storage of critical public records and state agency files. Working within an administrative records team, this role ensures physical and electronic documents are properly prepped, digitized, indexed, cataloged, and maintained across multiple internal repositories and directories in compliance with state retention policies. This is a full-time, onsite role located in Oklahoma City, OK.

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Key Responsibilities

Document Preparation & Digitization

- Prepare physical files, historical archives, blueprints, correspondence, and technical records for scanning (e.g., de-stapling, repairing torn pages, sorting, batching, and inserting separator sheets).
- Operate commercial and high-speed document scanners and imaging hardware to convert physical documents into electronic formats (PDF, TIFF, etc.).
- Review scanned images for image quality, completeness, resolution, legibility, and correct orientation; re-scan corrupted or illegible pages as needed.

Indexing, Cataloging & Archival Management

- Accurately index and metadata-tag digitized files according to naming conventions, record retention schedules, and categorization rules.
- Organize and manage electronic files across Windows Explorer network directories, specialized document management software, and email repositories.
- Assist with the systematic storage, retrieval, refiling, or disposition of physical records following state public records guidelines.

Quality Control & Records Integrity

- Perform ongoing quality assurance checks on digitized batches before releasing them to permanent repositories.
- Verify records for completeness, ensuring no pages or critical metadata fields are omitted.
- Identify discrepancies, duplicate files, or filing errors and coordinate with team members to resolve them.

Team Collaboration & General Administrative Support

- Collaborate with records management team members and departmental staff to locate and deliver requested files in a timely manner.
- Maintain logs and tracking records of scanned batches, processing volumes, and workflow statuses.
- Adhere strictly to state records security, confidentiality, and data integrity protocols.

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Qualifications & Skills

Minimum Requirements

- Education: High School Diploma, GED, or equivalent.
- Experience: Minimum of 1–2 years of clerical, administrative, or office experience involving filing, document handling, or records management.
- Computer Proficiency: Working knowledge of Microsoft Windows operating systems, Windows Explorer file directories, Microsoft Office Suite (Word, Excel, Outlook), and basic email systems.
- Attention to Detail: Demonstrated ability to perform repetitive tasks with a high degree of accuracy and attention to detail.

Preferred Qualifications

- Prior experience operating document imaging hardware/software (e.g., Kofax, Fujitsu/Ricoh scanners, Adobe Acrobat Pro, or enterprise content management systems).
- Experience with public sector, government, or state agency document retention workflows.
- Familiarity with electronic record-keeping, database navigation, or metadata indexing.

Core Competencies

- Organization: Strong organizational and prioritization abilities in a high-volume production environment.
- Data Accuracy: Keen eye for catching errors in file naming, missing pages, and blurred scans.
- Communication: Clear written and verbal communication skills when coordinating with supervisors and internal stakeholders.
- Confidentiality: Understanding of the importance of maintaining privacy and security with public records and internal documents.

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Work Environment & Physical Demands

- Typical professional office and document processing center environment.
- Extended periods of sitting, repetitive hand/wrist movements (typing and scanner feed operation), and viewing computer monitors.
- Occasional light to moderate lifting (boxes of records/files weighing up to 25–35 lbs).

WiredPeople provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, WiredPeople complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.