Document Imaging Specialist

EIGENNET LLC; Rockville (MD); On-site; USD 48,000 - 62,000; Full time

Job summary

EIGENNET LLC in Rockville, Maryland seeks a Document Imaging Specialist to support digitization and maintenance of personnel records by converting physical documents into electronic files and eOPFs. The role involves high-volume scanning, indexing, validation, and QA while complying with federal records management and privacy requirements.

This on-site position requires attention to detail, ability to handle confidential information, and experience with imaging software.

Qualifications

• High School Diploma, GED, or equivalent.
• 3+ years in document imaging, records management, or related field.
• Experience operating high-volume document scanning equipment and imaging software.
• Experience in quality control, indexing, validation, and records management.
• Proficiency with Microsoft Office and electronic document management systems.
• Ability to work on-site in Rockville, Maryland.
• Ability to obtain and maintain government clearance.

Responsibilities

• Prepare physical personnel documents for imaging and verify completeness.
• Scan, digitize, and upload records into electronic document management systems.
• Review scanned images for quality, completeness, and accuracy.
• Index and classify records according to procedures and system requirements.
• Identify and resolve imaging errors and perform rescans when needed.
• Conduct quality control to ensure compliance with federal requirements.
• Maintain confidentiality of sensitive personnel information.
• Track and manage inventories of physical and electronic records.
• Collaborate with HR and stakeholders to resolve discrepancies.

Skills

Document imaging

Quality control

Indexing

Microsoft Office

Data entry

Team work

Education

High School Diploma or GED

Tools

Imaging software

High-volume scanners

Electronic Document Management Systems

Job description

Job Description

Job Description

• Job Title: Document Imaging Specialist
• Employment Type: W-2 Contract (Full-Time, 40 Hours per Week)
• Work Location: On-Site (5 Days per Week)
• Place of Performance: Rockville, Maryland
• Work Authorization: U.S. Citizenship is required due to federal government contract requirements
• Security Requirement: Candidates must possess and maintain an active U.S. Government security clearance, Public Trust determination, agency credential, or be eligible to obtain and maintain the required clearance. Candidates with an active IRS credential/background investigation or equivalent federal agency clearance are strongly preferred.

Position Overview

The Document Imaging Specialist supports the digitization, organization, and maintenance of personnel records by converting physical documents into electronic Official Personnel Folders (eOPFs) and other authorized electronic records systems. This position is responsible for high-volume document preparation, scanning, indexing, validation, and quality assurance activities while ensuring compliance with applicable federal records management, privacy, and information security requirements.

The ideal candidate will possess experience in document imaging, records management, or human resources support functions, preferably within a federal government or government contractor environment. The successful candidate will demonstrate strong attention to detail, the ability to manage sensitive information and experience working in a compliance-driven environment.

Essential Duties and Responsibilities

• Prepare physical personnel documents for imaging by sorting, organizing, removing fasteners, and verifying document completeness.
• Scan, digitize, and upload personnel records into designated electronic document management systems.
• Review scanned documents to verify image quality, completeness, legibility, and accuracy.
• Index and classify electronic records according to established records management procedures and system requirements.
• Identify and resolve imaging errors, including rescanning documents when necessary.
• Conduct quality control reviews to ensure compliance with established records management standards, agency requirements, and operating procedures.
• Handle sensitive and confidential personnel information in accordance with federal privacy, security, and records retention requirements.
• Maintain accurate tracking and accountability of physical and electronic records inventories.
• Collaborate with Human Resources personnel and other stakeholders to resolve document discrepancies and support records maintenance activities.
• Follow established Standard Operating Procedures (SOPs), agency policies, and applicable federal regulations.
• Support continuous process improvement initiatives related to document imaging and records management.
• Perform other related duties as assigned.

Required Qualifications

• High School Diploma, GED, or equivalent.
• Minimum of three plus (3+) years of experience in document imaging, records management, records digitization or a related field.
• Experience operating high-volume document scanning equipment and imaging software in a production or records management environment.
• Demonstrated experience performing document quality control, indexing, validation, and records management activities.
• Proficiency with Microsoft Office applications and electronic document management systems.
• Strong attention to detail, organizational skills, and ability to manage multiple priorities in a deadline-driven environment.
• Ability to handle sensitive and confidential information in accordance with established security and privacy requirements.
• Ability to work on-site in Rockville, Maryland.
• Ability to obtain and maintain any required government suitability determination, credential, or clearance.

Preferred Qualifications

• Five (5) or more years of experience supporting federal records management, document imaging, personnel records processing, or human resources operations.
• Experience working with electronic Official Personnel Folders (eOPF) or comparable electronic personnel records systems.
• Knowledge of federal personnel forms and documentation, including SF-50s, benefits documentation, personnel action records, and related HR records.
• Experience supporting federal agencies, government contractors, or regulated environments.
• Active IRS credential/background investigation, Public Trust determination, or active security clearance from a U.S. Government agency.
• Familiarity with federal records retention, records disposition, and information governance requirements.

Required Skills

• Proficiency with high-volume document scanners and imaging software.
• Ability to perform detailed document review and quality assurance checks.
• Knowledge of document indexing, classification, and records management principles.
• Strong computer skills, including file management, PDF manipulation, and data entry.
• Excellent organizational, communication, and problem-solving skills.
• Ability to maintain accuracy and productivity while handling large volumes of documents.
• Ability to work independently and collaboratively within a team environment.

Physical Requirements

• Ability to sit, stand, and perform repetitive hand and wrist movements for extended periods.
• Ability to lift, carry, and move boxes or files weighing up to 25 pounds, with or without reasonable accommodation.
• Ability to view and review electronic and paper documents for extended periods.