Intern-Document Automation Assistant (Administrative Assistant) at Peninsula Agency on Aging, I[...]

Peninsula Agency on Aging, Inc; Newport News (VA); On-site; USD 20,664 - 27,552; Part time

Job summary

Peninsula Agency on Aging, Inc is looking for an Intern-Document Automation Assistant in Newport News, VA. This part-time, temporary position requires scanning and digitizing records to streamline access. Candidates should have experience in records management, strong attention to detail, and communication skills. Flexibility in scheduling and the ability to follow detailed instructions are essential. The role contributes significantly to the organization's records management process and requires adherence to established procedures.

Qualifications

• Previous experience in records management, document scanning, or related fields.
• Strong attention to detail and organizational skills.
• Ability to work independently and follow detailed instructions.

Responsibilities

• Check forms, records, reports, and other materials for accuracy.
• Scan, digitize, and categorize physical records.
• Assist in the development of document management processes.

Skills

Records management

Document scanning

Attention to detail

Communication skills

Organizational skills

Tools

Digital document management systems

Scanning equipment

Job description

Intern-Document Automation Assistant (Administrative Assistant) job at Peninsula Agency on Aging, Inc. Newport News, VA.

Reports to: Chief Financial Officer

FLSA status: Non-Exempt (Temporary)

GENERAL PURPOSE

Under the supervision of the Chief Financial Officer, the Document Automation Assistant is responsible for scanning, digitizing, and categorizing physical records to streamline access. This is a part-time, temporary position with flexible scheduling.

POSITION RESPONSIBILITIES

• Check forms, records, reports, and other materials for accuracy, completeness and conformity.
• Scan, digitize, and accurately categorize physical records into the digital system.
• Maintain organized workflows and ensure consistent adherence to established file‑naming and archiving standards.
• Assist in the development and refinement of document management processes.
• Collaborate with staff and leadership to ensure records are digitized in an accessible and secure format.
• Provide a weekly report to supervisor on obstacles encountered, extent of progress, and nature of workload.
• Follow all HIPAA and PAA policies and procedures to protect client and employee information.
• Related duties as assigned.

ESSENTIAL SKILLS AND EXPERIENCE

• Previous experience in records management, document scanning, or related fields.
• Familiarity with digital document management systems and scanning equipment.
• Strong attention to detail and organizational skills.
• Ability to work independently and follow detailed instructions.
• Excellent communication skills and ability to adapt to evolving needs and processes.
• General knowledge of standard office practices, procedures, equipment and clerical techniques.
• General knowledge of business English and spelling.

IMPACT OF ERRORS

Errors in this role can have a lasting impact on our records management process. Inaccurate scanning, mislabeling, or improperly categorized documents can lead to difficulties in retrieving records, delays in accessing critical information, and potential compliance issues. Additionally, errors could undermine confidence in the automated system, delaying our efforts to transition fully to digital records and reduce storage needs. Accuracy, attention to detail, and adherence to established processes are essential for ensuring a successful, streamlined records management system.

PHYSICAL DEMANDS AND WORK ENVIRONMENT

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Be able to lift up to 25 pounds. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical demands: While performing the duties of this job, the employee is occasionally required to stoop and stand; walk; sit; use hands for keyboarding; reach with hands and arms; balance; speak and understand the English language. Normal hearing ability (may be with electronic assistance). Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

Work environment: While performing the duties of this job, the employee is exposed to weather conditions prevalent at the time. The noise level in the work environment is usually minimal.

GENERAL SIGN-OFF

All job requirements are subject to possible modification to reasonably accommodate individuals with disabilities.

This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to follow any other job-related instructions and to perform other job-related duties requested by their supervisor in compliance with Federal and State Laws.

Requirements are representative of minimum levels of knowledge, skills and/or abilities. To perform this job successfully, the employee must possess the abilities or aptitudes to perform each duty proficiently. Continued employment remains on an “at‑will” basis.