Associate Document Scanning Data Entry Jobs in Virginia

Overview

CTG is seeking to fill a Scanning Operator Level 2 opening for our client in Chantilly, Virginia.

Location: Chantilly, VA

Duration: 12 months

Purpose:

The Scanning/Indexing Technician plays a crucial role in the Planning Department, ensuring the accurate digitization and organization of various documents. This role involves document preparation, scanning, indexing, and quality control. The Technician must adhere to specific guidelines and work closely with the Project Manager and Task Leader. Assist with the day-to-day operations within a Digital Imaging Center, with a focus on digital imaging and related duties.

Scope:

General

• Ensure customer issues and escalations are resolved or further escalated as appropriate
• Conduct quality checks on own work to ensure accuracy and required output is to standards
• Adhere to all safety procedures
• Adhere to all logical and physical 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

Administration

• General administrative support functions such as supplies fulfillment and filing, entering Meridian data
• Preparing correspondence, reports, statements, and clerical duties of a general nature
• Complete and maintain all logs and reports including month-end reports
• Input Meridian (billing system) requisitions
• Order and replenish consumables, forms inventory and other supplies items as required. May include monitoring and managing inventory of production printer consumables

Indexing

Enter index attribute data consists of the following index fields:

• Unique Box Number (as read from the box barcode labels)
• Folder Description (manually indexed from folder spine)
• Sequential Document Number within box (to ensure each folder is named uniquely, even if box description and folder description fields are identical to another folder in that box)
• The indexing information for “Folder Description” field is written on each folder spine. This inscription may be printer or handwritten
• Indexing Exceptions process: If an indexing field is unreadable, empty or form is not found, index the field with the word “exception”
• Print barcode labels if required

Quality Assurance

Perform in depth quality per operator the following:

• Indexed file validation and comparing hard copy document to scanned images.
• Look for signs of “gulps”. This is when multiple pages are sent through the scanning device at the same time.
• Look for torn or folded corners that obscure content information
• Look for missing or merged documents
• Validate the image quality and pull the source hardcopy and perform a comparison if the image is unacceptable or of questionable quality.
• Poor source quality identified, annotate manifest with poor quality source, and escalate to team lead

Data Entry

Prepare, compile, and sort documents for data entry

• Check source documents for accuracy
• Verify data and correct data where necessary
• Obtain further information for incomplete documents
• Update data and delete unnecessary files
• Combine and rearrange data from source documents where required

Essential Functions:

• Prepare customer documents for the digital imaging process.
• Check physical documents for quality issues that may complicate the scan process.
• Prepare a wide array of document types and conditions for scanning.
• Index scanned images according to naming mechanisms outlined by the customer and/or RDIC leadership, along with additional post-imaging services.
• Other duties may be assigned to meet business needs.
• Physical demands: Minimal to moderate physical effort required. Some moving of boxes and loading paper into machines will be required. Project prep and scan work will require finger dexterity and movement between machines for different types of documents.
• Mental demands: Problem-solving, teaching, written and verbal communication, information comprehension, and mental acuity.

Education and Experience:

• High school diploma or equivalent required
• Experience in a Customer Service environment (minimum 3+ years)

Skills:

• Proven data entry work experience, as a Data Entry Operator or Office Clerk (not a must but an asset)
• Experience with MS Office and data programs
• Familiarity with administrative duties
• Typing speed and accuracy
• Excellent knowledge of correct spelling, grammar and punctuation
• Strong attention to detail
• Confidentiality
• Organization skills, with an ability to stay focused on assigned tasks
• The ability to carefully handle and manage large volumes of individual documents
• The ability to work effectively under deadline
• A willingness to learn new skills, as well as adaptability when priorities change

Operational Soft Skills:

• Planning, organizing, executing, and controlling skills
• Ability to assess issues, define causes, and prioritize/execute solutions
• Self-initiative and results oriented while being a team player

Excellent verbal and written English communication skills and the ability to interact professionally with a diverse group are required.

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

To Apply:

To be considered, please apply directly to this requisition using the link provided. For additional information, please contact Emily Drew at 716-888-3417 or Emily.Drew@ctg.com. Kindly forward this to any other interested parties. Thank you!