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Document Scanning Assistant Jobs in Wisconsin (NOW HIRING)

Robert Half

Project Assistant

Waukesha, WI · On-site

$23.75 - $27.50/hr

We are looking for a Project Assistant to provide organized, hands-on support for construction ... Experience supporting scheduling, data entry, document scanning, and general administrative ...

New

STV

Document Controls Specialist

Mount Pleasant, WI · On-site

$75K - $86K/yr

The control, scanning, indexing, linking, electronic filing and distribution of documents in ... Prepare transmittals, distribute documents, and retrieve documents. * Assist the Project Managers ...

Volm Companies

Recruiting Assistant

Wausau, WI · On-site

$18.19 - $21.83/hr

Provide general administrative support, including data entry, reporting, document scanning, and ... * Assist Talent Acquisition team with basic communications by keeping candidates and interview ...

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All JobsDocument Scanning JobsDocument Scanning Assistant JobsDocument Scanning Assistant Jobs in Wisconsin

Document Scanning Assistant information

What is the difference between Document Scanning Assistant vs Data Entry Clerk?

AspectDocument Scanning AssistantData Entry Clerk
Primary RoleScanning, organizing, and digitizing physical documentsInputting data into digital systems from various sources
Skills & CertificationsAttention to detail, familiarity with scanning equipment, basic computer skillsTyping speed, accuracy, proficiency in data management software
Work EnvironmentOffice setting, often in document management or administrative departmentsOffice environment, administrative or data processing departments

While both roles involve working with digital and physical documents, the Document Scanning Assistant primarily focuses on digitizing and organizing physical files, whereas the Data Entry Clerk concentrates on inputting and managing data within digital systems. Both roles require attention to detail and computer skills but serve different functions within document management processes.

What are some common challenges faced by document scanning assistants, and how can they be effectively managed?

Document Scanning Assistants often encounter challenges such as handling high volumes of paperwork, ensuring accurate document indexing, and maintaining data confidentiality. To manage these effectively, it is important to develop strong organizational skills, regularly double-check scanned files for clarity and proper categorization, and strictly adhere to privacy protocols. Collaborating closely with team members and supervisors also helps in resolving issues quickly and maintaining a smooth workflow.

What is a document scanning assistant?

Document Scanning Assistants are professionals responsible for converting physical documents into digital formats using scanners and related technology. They prepare documents for scanning, operate scanning equipment, and ensure that digital files are clear, organized, and properly indexed for easy retrieval. Their work helps organizations go paperless, improve efficiency, and maintain secure digital records. Attention to detail and confidentiality are important skills in this role.

What are the key skills and qualifications needed to thrive as a document scanning assistant?

To thrive as a Document Scanning Assistant, you need attention to detail, basic computer literacy, and experience handling physical and digital documents, often supported by a high school diploma or equivalent. Familiarity with scanning hardware, document management software, and optical character recognition (OCR) systems is typically required. Strong organizational skills, reliability, and the ability to work independently help ensure accuracy and efficiency. These skills are crucial for maintaining document integrity, ensuring data accuracy, and supporting smooth workflow transitions from paper to digital formats.
What cities in Wisconsin are hiring for Document Scanning Assistant jobs? Cities in Wisconsin with the most Document Scanning Assistant job openings:
Document Scanning Assistant jobs near you

Insurance Document Associate

Tier4 Group

Franklin, WI

Full-time

Re-posted 11 days ago

Job description

Title: Insurance Document Associate

Location: Franklin, WI

Type: Monday–Friday, 7:00am–3:30pm (Onsite)

Duration: ASAP - 8/11/2027

Perks: Competitive Rates, Benefits, free daily lunch when onsite

Job Description:

We are seeking a detail‑oriented Insurance Document Associate to join our client's team. In this role, you will support their document operations team by managing incoming mail, preparing and indexing documents, and ensuring accurate routing and processing across multiple business units.

You will be part of a high‑performing team that handles mail and document workflows for paper, fax, and electronic submissions. This role is essential to ensuring timely, accurate movement of critical insurance and claims documents.

What You’ll DoMail Handling & Intake
  • Open, review, acknowledge, and distribute incoming mail
  • Confirm documents reach the appropriate destination, rerouting when necessary
  • Follow established guidelines to identify/officially acknowledge all incoming documents
  • Report required information to underwriters; escalate issues when needed
  • Sort and distribute print‑outs and FedEx deliveries
  • Assist with electronic document conversion
Document Preparation & Classification (30%)
  • Review and classify various insurance, underwriting, and claims documents
  • Identify misrouted forms and route them correctly
  • Prepare documents for scanning using established standards
  • Meet designated service-level agreements
  • Process check handling steps, including identifying check type and routing appropriately
  • Index DI benefits mail and update internal systems accordingly
Manual Indexing, Quality Assurance & Fax Processing (40%)
  • Review image files for accuracy, correct classification, and completeness
  • Update document type, policy numbers, and insured identifiers when needed
  • Remove blank or unnecessary pages
  • Handle documents the system cannot auto-classify
  • Ensure legibility and request re-scans as needed
  • Review underwriting and claims faxes
  • Prep, classify, index, and match ID sheets for faxed documents
Scanning, Support Services & Testing (15%)
  • Perform accurate scanning using the appropriate scan paths
  • Conduct routine scanner cleaning and troubleshooting
  • Re-scan documents as requested
  • Research unidentifiable mail and resolve missing policy or claim numbers
  • Handle original document requests
  • Participate in audits or testing during system enhancements
Miscellaneous Duties (15%)
  • Ship and maintain documents for Records Center
  • Process DI Benefits and post-approval pouch mail
  • Respond to requests for original documents and re-scans
  • Perform LAN monitoring
  • Complete other duties as assigned by leadership
What You Bring
  • High school diploma or equivalent
  • 1–2 years of prior mail handling or customer service experience
  • Strong organizational skills and the ability to prioritize under tight deadlines
  • High accuracy and strong attention to detail
  • Ability to work effectively in a fast-paced environment
  • Basic PC proficiency
  • Ability to work independently while following established procedures
  • Strong collaboration and team orientation
  • Ability to handle confidential information appropriately
  • Comfort navigating multiple computer systems
  • Ability to lift 15–20 lbs regularly
  • Must meet fingerprinting requirements (non‑registered role)
Work Environment

You’ll be joining a team of 15 employees who work collaboratively to scan, index, and process incoming documents from various sources. The role is fully onsite in Franklin, WI.