Scanning Clerk

Altis Technology; Toronto; Hybrid; CAD 48,000 - 55,000; Full time

Job summary

Altis Technology in Downtown Toronto is seeking a detail-oriented Scanning & Records Assistant to support document management and office services in a structured environment.

The role involves scanning, indexing, storing documents in centralized electronic filing systems, handling printing requests and mail, and ensuring retention with established procedures. Strong attention to detail and proficiency with SharePoint and MS Office are essential.

Qualifications

• Minimum 1 year of related experience in an office services or records management environment.
• Completed bachelor's degree required.
• Proficiency with SharePoint and Microsoft Office is required.
• Experience scanning, indexing, filing, or managing electronic documentation is strongly preferred.
• Exceptional attention to detail with the ability to accurately process high volumes of information.
• Strong organizational and time-management skills with the ability to manage multiple priorities.
• Ability to work independently while contributing effectively within a team.
• Strong professionalism and discretion when handling confidential or sensitive documentation.
• Experience in government ministries, the broader public sector, healthcare, or regulatory environments is a strong asset.

Responsibilities

• Scan, index, and accurately store incoming paper documentation within centralized electronic filing systems.
• Review documents to ensure information is properly categorized, named, and filed for easy retrieval.
• Retain and organize records according to document type and established retention schedules.
• Maintain accurate electronic records while following established document management and confidentiality procedures.
• Process printing and document preparation requests for internal teams.
• Receive, sort, and distribute physical mail while supporting other office services activities as required.
• Work across multiple processes and procedures, adapting quickly when requirements or workflows change.
• Manage competing priorities and volumes while ensuring accuracy and established timelines are maintained.

Skills

Attention to detail

Organizational skills

Time management

Independent work

Team collaboration

Discretion / confidentiality

Education

Bachelor's degree

Tools

SharePoint

Microsoft Office

Job description

Location: Downtown Toronto, ON (Hybrid 1 day onsite per week)
Hours: Monday to Friday, 8:30 AM 4:30 PM (35 hours/week)
Pay Rate: $35.07/hour
Duration: 3-month contract with potential for extension through December 2027
Education: Completed bachelors degree required
Language: Strong written and spoken English communication required

About the Opportunity

Our client is seeking a detail-oriented Scanning & Records Assistant to support document management and office services within a structured, fast-paced environment.

In this role, youll be responsible for ensuring incoming documents are accurately scanned, indexed, stored, and retained within centralized electronic filing systems. Youll also provide support with printing requests and physical mail while following established records management procedures.

This opportunity is ideal for someone who enjoys process-driven work, has exceptional attention to detail, and can stay organized while managing changing priorities and procedures.

Whats in It for You

Youll gain valuable experience supporting records and information management within a professional environment while working with established document management processes and systems.

This role offers a hybrid work arrangement, consistent weekday hours, and the potential for a long-term extension through December 2027.

Your Responsibilities

• Youll scan, index, and accurately store incoming paper documentation within centralized electronic filing systems

• Youll review documents to ensure information is properly categorized, named, and filed for easy retrieval

• Youll retain and organize records according to document type and established retention schedules

• Youll maintain accurate electronic records while following established document management and confidentiality procedures

• Youll process printing and document preparation requests for internal teams

• Youll receive, sort, and distribute physical mail while supporting other office services activities as required

• Youll work across multiple processes and procedures, adapting quickly when requirements or workflows change

• Youll manage competing priorities and volumes while ensuring accuracy and established timelines are maintained

Skills and Qualifications

• Minimum 1 year of related experience within an office services, records management, document processing, scanning, or administrative support environment

• Completed bachelors degree required

• Proficiency with SharePoint and Microsoft Office is required

• Experience scanning, indexing, filing, or managing electronic documentation is strongly preferred

• Exceptional attention to detail with the ability to accurately process high volumes of information

• Strong organizational and time-management skills with the ability to manage multiple priorities

• Comfortable following detailed processes and adapting when procedures or requirements change

• Ability to work independently while contributing effectively within a team environment

• Strong professionalism and discretion when handling confidential or sensitive documentation

• Previous experience within government ministries, the broader public sector, healthcare, or regulatory environments is considered a strong asset

Note from the Hiring Manager

Were looking for someone who is highly organized, detail-oriented, and comfortable working within established processes. The ideal candidate can manage a fast-paced workload, adapt when procedures change, and consistently ensure documents and records are handled accurately.

All qualified applicants will receive fair consideration for employment. We welcome individuals of all backgrounds, experiences, and identities including those who identify as women, members of racialized groups, Indigenous Peoples, persons with disabilities, and 2SLGBTQIA+ communities. If you require an accommodation, please review our accessibility policy and reach out to our accessibility officer with any questions. Our human recruiters review all applications and always make the final hiring decision. On occasion, we also use AI-assisted tools to help review applications.