Document Digitization Specialist, 6 Month Term

Grande Yellowhead Public School Division; Edson; On-site; CAD 42,000 - 62,000; Full time

Benefits offered by this job

Vacation Entitlement

Health & Dental Benefits, 100%

$725 annual Health & Wellness Spending

Salary based on education and exp.

Job summary

Grande Yellowhead Public School Division in Edson, AB is seeking a Document Digitization Specialist for a 6-month temporary contract. The role focuses on converting physical HR, payroll and facilities records into secure digital files, compliant with privacy laws.

You will operate high-volume scanners, index files, and ensure data integrity within the organization’s filing system, while handling confidential personnel information and coordinating shredding as required.

Qualifications

• 1–3 years of experience in document imaging, data entry or records management.
• Strong Google platform knowledge and digital literacy required.
• Experience with high‑speed scanners and indexing documents.
• Proficiency with capture software such as Adobe.
• Familiarity with records storage systems and privacy laws.
• Ability to lift up to 30 lbs and work independently.

Responsibilities

• Sort, clean and organize legacy personnel files prior to scanning.
• Operate high-volume scanners to capture digital images of archives.
• Tag, index and name digitized files per conventions set by HR.
• Inspect images for clarity and completeness; re-scan if needed.
• Uphold privacy protocols for confidential records.
• Coordinate secure transport and retention or shredding per policies.
• Batch-upload validated records into the Document Management System.
• Perform other duties as assigned by the Director of Human Resources.

Skills

Google platforms

Data entry

Records management

Independent work

Privacy compliance

Indexing accuracy

High-volume scanning

Attention to detail

Physical lifting

Tools

Adobe

Atrieve

Job description

Applications are invited for the temporary position of Document Digitization Specialist, located at the Educational Services Centre in Edson, AB. This opportunity is a 6-month temporary contract. The successful candidate will be accountable to the Director of Human Resources. Term: Duties to commence as soon as mutually agreed until April 30, 2027. Hours: 7.5 hours per day, 37.5 hours per week, 1.0 FTE. This is a position of high trust and extreme confidentiality with the incumbent specifically handling personnel files and accessing the Human Resources, Payroll and Facilities archives. The Document Digitization Specialist is responsible for converting physical Human Resources, Payroll and Facilities records, including confidential personnel and contract archives, into secure, properly classified digital files in line with current privacy protection legislation. This role ensures data integrity, strict adherence to privacy regulations (e.g., ATIA, POPA compliance), and efficient indexing within the organization’s filing system.

Key Responsibilities

• Sort, clean, staple-remove, repair, and organize legacy paper personnel files prior to scanning.
• Operate high-volume commercial production scanners to capture high-quality digital images of document archives.
• Accurately tag, index, and name digitized files according to standardized naming conventions and file structures as directed by the Director of Human Resources.
• Inspect scanned documents for image clarity, completeness, correct orientation, and proper sequence; re-scan damaged or illegible pages as needed.
• Strictly uphold data privacy protocols for personally identifiable information, and confidential personnel records.
• Transport physical records securely and coordinate short-term retention or certified shredding/disposal according to GYPSD and CRA record retention policies.
• Batch-upload and import validated digital records into the Document Management System or HRIS (Atrieve).
• Other duties as assigned by the Director of Human Resources.

Qualification And Work Experience

• 1–3 years of experience in document imaging, data entry, records management, or administrative support handling confidential data
• Strong working knowledge of Google platforms and digital literacy is required
• Hands-on experience with high-speed production scanners
• Proficiency with capture software such as Adobe
• Familiarity with Atrieve and/or other programs related to document storage
• Exceptional accuracy when indexing data and reviewing high volumes of documents
• Able to work independently
• Working knowledge of privacy laws regarding sensitive employee and personnel records
• Ability to lift up to 30 lbs (record storage boxes) and spend extended periods seated or standing at scanning stations

Benefits

• Vacation Entitlement
• Health & Dental Benefits, 100% employer contribution
• $725 annual allocation to a combined Health and Wellness Spending Account
• Salary will be based upon a review of the candidate’s relevant education and experience.

The Division

Grande Yellowhead School Division (GYPSD) stretches from Jasper National Park, east to Evansburg, south to Cadomin, and northwest to Grande Cache. The jurisdiction includes 15 schools, 5 Learning Connection Centres, approximately 5000 students and 600 staff. Seven elected Trustees govern the Division.

The Board’s Priorities Are

• Student Learning
• Teacher, Support Staff and Leader Excellence
• Community Engagement
• System Health and Wellness

GYPSD schools offer a broad range of JK-12 programs. Principals focus on strong instructional leadership using generative dialogue to support teacher growth and supervision.

The Division is recognized for its commitment to strong literacy/numeracy practices infused across the curriculum, inclusive education and for its innovative technology programs.

Grande Yellowhead Public School Division appreciates all interest in this position, however, only those short-listed for an interview will be contacted.