Document Scanning Operator

Spsnorthamerica; Pittsburgh (Allegheny County); On-site; USD 30,000 - 40,000; Full time

Benefits offered by this job

Medical, Dental, and Vision insurance

401k with matching

Paid Time Off

Job summary

Spsnorthamerica is seeking a Document Scanning Operator to help convert physical records into digital files, ensuring business continuity. You’ll be integral to document preparation, scanning, indexing, and records management processes. Your detail-oriented work will support a well-organized workspace and efficient operations.

The position offers numerous benefits including career growth opportunities, medical and dental insurance, and many additional perks. Ideal candidates should have strong attention to detail and some experience in document imaging.

Qualifications

• 1+ years of related experience preferred.
• Ability to learn document management systems and site procedures.
• Must follow onsite security policies.

Responsibilities

• Support document preparation, scanning, indexing, and records management activities.
• Operate and maintain multifunction devices (MFDs).
• Deliver exceptional customer service.

Skills

Attention to detail

Organizational skills

Time-management skills

Basic computer proficiency

Education

High School Diploma or equivalent

Tools

Microsoft Office

Job description

Reports To: Client Services Supervisor, Client Services Manager, or equivalent leadership

Typical Work Schedule: Monday–Friday | 9:00AM - 6:00PM

Power the Transition from Paper to Digital

If you enjoy structured work, repetitive tasks, and working behind the scenes to keep operations moving, this role is for you. As a Document Scanning Operator, you’ll support document preparation, scanning, indexing, and records management activities while helping preserve important business records.

This role also serves as a cross‑trained team member, providing reception/concierge coverage and light facilities support as operational needs require.

Why This Role Matters

Your work ensures physical records are accurately converted into organized digital files that support business continuity and accessibility.

What You’ll Do

Mail & Document Operations

• Receive, sort, and track incoming mail and packages using chain‑of‑custody systems
• Process outgoing mail and shipments
• Notify employees of deliveries and respond to mail and package inquiries
• Distribute mail, packages, and office materials to company personnel

Business Service Center & Equipment Support

• Operate and maintain multifunction devices (MFDs), including replenishing toner and paper
• Support copy/print requests and submit service tickets when needed
• Maintain an organized and professional Business Service Center

Office & Hospitality Support

• Monitor, replenish, and order office supplies
• Restock pantry, kitchen, conference, and meeting areas
• Assist with meeting room setups and office moves
• Perform light maintenance and cleaning duties as needed

Client Service & Cross‑Functional Support

• Deliver exceptional customer service and build positive relationships with employees and internal teams
• Handle sensitive matters with professionalism and discretion
• Provide reception or concierge coverage as needed
• Cross‑train backup personnel on procedures and support additional operational needs during downtime

What You Bring

• Strong attention to detail and accuracy
• Ability to perform repetitive work in a fast‑paced environment
• Strong organizational and time‑management skills
• Basic computer proficiency, including Microsoft Office
• Ability to work independently and adapt to changing priorities
• Experience with document imaging, records management, or shipping/receiving is a plus

Qualifications

• High School Diploma or equivalent required
• 1+ years of related experience preferred
• Ability to learn document management systems and site procedures
• Must follow onsite security policies, including restrictions on phones and imaging devices on active work floors

Physical Requirements

• Ability to lift and move boxes/packages up to 40–60 lbs. using appropriate equipment
• Ability to stand, walk, bend, kneel, and sit for extended periods
• Manual dexterity required for operating scanners and office equipment

Travel: None or Negligible

Other Duties: Responsibilities may change based on operational needs.

Benefits

• Career Growth: an opportunity to learn new skills or use a variety that may lead to other career opportunities
• Learning & Development: promotion of a work culture of learning so that you can develop to be the best at what you do
• Recognition Programs: variety of recognition programs for all levels of employees
• Benefit Offerings: Medical, Dental, Vision, HCFSA, DCFSA, HSA, Commuter Transit and Parking, Supplemental Life Insurance, Accident Insurance, Critical Illness, Hospital Indemnity, Legal Program, Identity Theft Protection, Pet Discounts, Pet Insurance, Group Home and Auto Insurance, EAP, Short Term Disability, Life Insurance, Education Discounts, 401k with matching, Entertainment Discounts, and Paid Time Off. Note: Please inquire with the Human Resources team for benefit offerings per role as regular positions that routinely are under 30 hours/week may have a different benefit offering.

EEO and Equal Opportunity

SPS provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, sexual and reproductive health choices, national origin, age, disability, genetics, military status, gender identity or expression, sexual orientation and/or any other status protected by applicable law.

SPS offers reasonable accommodations in the hiring and employment process for individuals with disabilities. If you need assistance in the application or hiring process to accommodate a disability, you may request an accommodation at any time.