Filing & Data Entry Clerk

Collage; Ottawa; On-site; CAD 27,000 - 39,000; Full time

Job summary

Know History in Ottawa, ON is seeking a Filing and Data Entry Clerk for a short-term project. The role focuses on accurately processing, updating, and maintaining physical and digital files within our databases and office systems.

You will scan, split PDFs, perform data entry, and conduct quality assurance to ensure information is current and compliant with client standards. This is ideal for recent grads or those building experience in records management.

Qualifications

• Clerical, administrative or data entry experience is an asset.
• Proficient in MS Office Suite and office equipment.
• Basic knowledge of databases and electronic records.
• Strong organizational skills and attention to detail.
• Ability to manage repetitive tasks with accuracy.
• Excellent verbal and written English communication.
• Post-secondary diploma in office administration or related field is an asset.
• Term position until March 31, 2027; potential extension.
• Full-time, 8:30–4:00, Monday to Friday.
• On-site role in central Ottawa.
• Occasional lifting and moving of boxes.

Responsibilities

• Input data into databases and document management systems.
• Maintain and update files and documentation.
• Scan, split, and process PDF files to meet project requirements.
• QA checks on file boxes for completeness and labeling.
• Operate scanners, photocopiers, and printers.
• Perform regular data quality checks to correct discrepancies.
• Collaborate with team to streamline data/document management.

Skills

Clerical experience

MS Office proficiency

Databases / electronic records

Organizational skills

Attention to detail

English communication

Education

Post-secondary diploma in office administration or related field

Tools

MS Office Suite

Office equipment (printers/scanners)

Job description

Know History Temp Ottawa, ON $24 CAD per hour

We are seeking a Filing and Data Entry Clerk to support a short-term project in a service delivery environment. The Filing and Data Entry Clerk will be responsible for accurately processing, updating, and maintaining physical and digital files within our databases and office systems. They will be responsible for scanning documents, conducting data entry, splitting PDFs, and quality assurance; ensuring that all information is up-to-date and in compliance with client standards.

This role is well-suited for recent grads or someone looking to gain more experience with data entry, office administration, and records management. The ideal candidate is highly organized, detail-oriented, tech-savvy, and is a quick-learner.

Key Responsibilities

• Input data with a high level of accuracy into databases and document management systems
• Maintain and update files, records, and documentation in accordance with established procedures
• Scan, split, and process PDF files to meet project requirements
• Perform quality assurance checks on boxes of files to confirm completeness, proper labeling, and compliance with standards
• Operate scanners, photocopiers, and printers to support daily tasks
• Perform regular data quality checks to identify and correct any discrepancies or errors in the information
• Collaborate with team members to streamline data/document management processes

Skills and Qualifications

• Previous experience in clerical, administrative, or data entry roles is an asset
• Proficient in office software (MS Office Suite, databases, etc.) and office equipment is required
• Basic knowledge of databases and comfort working with electronic records
• Strong organizational skills and attention to detail
• Ability to manage repetitive tasks while maintaining accuracy and quality
• Strong verbal and written communication skills (English is the working language)
• Completion of a post-secondary diploma is office administration, information management, or similar field is an asset (or an equivalent combination of education and experience)
• This is term position until March 31, 2027 with possibility for extension
• Full-time, regular hours (i.e. 8:30-4:00, Monday to Friday)
• Working on-site full-time is required, office located in central Ottawa
• May require occasional lifting and moving of boxes of files

Know History is committed to providing equal employment opportunities. We know that to understand our collective history, we need to prioritize Indigenous and diverse voices across all aspects of our organization. We encourage candidates to apply and self-identify if they identify as Indigenous, members of racialized communities and visible minorities, people with disabilities, or members of the Two Spirit (2S) & LGBTQIA+ communities.

Know History does not use artificial intelligence (AI) or automated decision-making tools to screen, assess, or select applicants. All recruitment processes and employment-related decisions are conducted by our HR and leadership teams. During interviews, AI-powered tools (Fellow) may be used to assist with transcribing and taking notes. These tools do not influence outcomes and are only intended to supplement interviewers’ notes. Candidates will be notified when AI-notetaking will be used and may opt out without any impact on their candidacy.