Scanning Assistant Temp

californiadentalassociation; Sacramento (CA); On-site; USD 34,000 - 41,000; Full time

Job summary

The California Dental Association is seeking a Scanning Assistant Temp to support the Iron Mountain scanning project. In collaboration with Governance & Strategic Operations Director and Senior Executive Assistant, you will prepare and scan organizational documents for retention, using defined retention requirements and OnBase.

This temporary in-office role emphasizes accuracy, confidentiality and ability to work with staff to identify destruction dates, ensure pages are legible, and suggest

Qualifications

• Prior experience with project work.
• Demonstrates strong organizational skills and attention to detail.
• Excellent interpersonal, verbal and written communication skills.
• Ability to perform job duties independently, exercising good judgment, discretion and professionalism.
• Computer skills, including the ability to operate Microsoft Office Suite (Word, Excel, PowerPoint, Teams).

Responsibilities

• Prepare files for scanning – remove paper clips/staples, sort and organize documents for high-speed scanning.
• Assist in determining key identifiers for each set of files; identify destruction date(s) based on document retention requirements.
• Collaborate with respective staff liaison(s) to obtain additional information, as needed.
• Work with the IT department to configure OnBase (document management system).
• Independently scan files, ensuring organizational compliance with retention requirements.
• Conduct audits to confirm scanned files uploaded and reflected in OnBase; ensure files are legible and complete.
• Identify and recommend process improvements to increase efficiencies.
• Maintain confidentiality of information in the files/documents.

Skills

Prior project work

Organizational skills

Interpersonal communication

Independent work

Microsoft Office

Tools

OnBase

Document management software

Job description

Job Title

Scanning Assistant Temp

Pay Information

Non-Exempt - $25.00 - $30.00 per hour

Location

Full time, in office.

Duration

4-6 months

Who we are

The California Dental Association is a membership organization that represents 27,000 of the state’s best and brightest dental professionals and champions the oral health of the communities they serve. As the largest state dental association in the U.S., CDA delivers remarkable advocacy initiatives, fierce protection, innovative education and expert guidance to our members. Founded in 1870, CDA has innovated and grown into a family of companies that includes the association, The Dentists Insurance Company (TDIC), TDIC Insurance Solutions, Rotunda Partners and the CDA Foundation.

We’re a mission-driven organization that’s here to empower our members and support their practices, dental teams, profession and patients. By making today easier and tomorrow better for dentists, our employees make a meaningful and direct impact on the health of others.

At CDA we seek out, welcome and invest in talented individuals across unique specialties and prioritize diversity in our hiring practices. We know our employees are integral to our success, and we value their individual talents while encouraging a collaborative, inclusive, respectful and forward-thinking culture. We’re proud to be recognized as a Best Place to Work for factors like our people practices,workenvironment and trust in senior leaders.

Job Purpose

In collaboration with the Governance & Strategic Operations Director and Senior Executive Assistant, responsible for successful execution of the Iron Mountain scanning project. Assist with the scanning of organizational documents for retention purposes, utilizing identified document retention requirements.

Universal Competencies

• Collaboration: Proactively engages with an iterative mindset to enhance ideas and achieve organizational results; Cultivates relationships, builds partnerships, shares and learns without boundaries.
• Service: Focusing on meeting needs and exceeding expectations for those served inside and outside the organization.
• Respect: Embracing others for their true authentic self; nurture and promote an environment that values diversity of thought, input, experience and expertise.

Essential Competencies

• Approachability: Is consistently approachable, open to feedback and truthful; builds trust and authentic professional relationships.
• Adaptability: Appropriately adjusts behavior to changing conditions and business needs; modified approach to succeed with new situations and timelines.
• Problem solving: Applies analysis, creativity, resilience and logic to reach optimal outcomes; develops and implements solutions.

Essential Functions – must be able to perform with or without a reasonable accommodation

• Prepare files for scanning – remove paper clips/staples, sort and organize documents for high-speed scanning.
• Assist in determining key identifiers for each set of files; identify destruction date(s) based on document retention requirements.
• Collaborate with respective staff liaison(s) to obtain additional information, as needed.
• Work with the IT department to configure OnBase (document management system), should key identifiers or destruction dates need to be adjusted.
• Independently scan files, ensuring organizational compliance with the document retention requirements.
• Conduct audits to confirm that scanned files have been uploaded and are accurately reflected within OnBase (e.g., file name, destruction date, etc.); ensure files are legible and complete (no missing pages).
• Identify and recommend process improvements to increase business efficiencies.
• Maintain confidentiality of information pertained in the files/documents.

Non-Essential Functions

• Performs other duties as assigned.

Minimum Qualifications

• Prior experience with project work.
• Demonstrates strong organizational skills and attention to detail.
• Excellent interpersonal, verbal and written communication skills.
• Ability to perform job duties independently, exercising good judgment, discretion and professionalism.
• Computer skills, including the ability to operate Microsoft Office Suite (Word, Excel, PowerPoint, Teams).

Preferred Qualifications

• Experience with scanners and document management software.

Working Conditions

Occasionally (1-33%) Frequently (34-66%) Constantly (67-100%)

• Constantly standing and scanning documents
• Frequently sitting and working on a computer
• Occasionally walking and bending
• Ability to lift boxes of files (up to 25-30 lbs)

We Are CDA

Over our 150-year history, the California Dental Association (CDA) has become a leader in oral health throughout California and the country. Today, we continue to support our community of over 27,000 dentists through our family of companies, which include The Dentists Insurance Company (TDIC), TDIC Insurance Solutions, Rotunda Partners and the CDA Foundation. At CDA, we value individual talents, encouraging a diverse, collaborative, and innovative work environment fueled by new ideas. As our organization continues to grow, we invite you to be a part of what’s next.

CDA is an equal opportunity employer and is committed to the principle of equal employment opportunity for all employees and providing a safe work environment. CDA does not tolerate discrimination or harassment and all employment decisions are based on job requirements and individual qualifications, without regard to race, color, religion, national origin, age, gender, gender identity or expression, sex, ancestry, citizenship status, mental or physical disability, genetic information, sexual orientation, veteran or military status. If you have a disability or special need that requires accommodation, please contact us at [e-mail].

To see our privacy policy, go to www.cda.org/Home/About/Careers-at-CDA/Apply