Scanning Associate

Cityofnewyork; New York (NY); On-site; USD 40,000 - 55,000; Full time

Job summary

The City of New York is seeking a Clerical Associate III within the Human Resources Solutions / HR Records Management unit to function as a Scanning Associate and support the Department of Social Services (DSS) through scanning, indexing, and records management functions.

You will review documents for scanning, operate scanners, index records, file scanned images, and provide customer service to employees viewing their personnel files.

Qualifications

• High school diploma or equivalent and 1 year of satisfactory clerical experience.
• Typing speed of at least 100 keystrokes per minute.

Responsibilities

• Review and prepare documents for scanning by removing staples, rubber bands, and paper clips and counting pages.
• Operate image scanner and categorize images for indexing; adjust resolution and orientation.
• Index documents by reviewing cover sheets and documents and verify indexing data.
• File scanned documents by type and date for temporary storage and remove duplicates.
• Provide customer service to employees viewing their personnel files in One Viewer and print requested documents.
• Assist supervisor in collecting productivity data and preparing statistical reports; report scanner problems.

Skills

Typing 100 wpm

Education

High school diploma or equivalent

Job description

APPLICANTS MUST BE PERMANENT IN THE CLERICAL ASSOCIATE CIVIL SERVICE TITLE OR BE PERMANENT IN A COMPARABLE TITLE ELIGIBLE FOR 6.1.9 TITLE CHANGE

The Department of Social Services (DSS) is comprised of the administrative units of the New York City Human Resources Administration (HRA) and the Department of Homeless Services (DHS). HRA is dedicated to fighting poverty and income inequality by providing New Yorkers in need with essential benefits such as Food Assistance and Emergency Rental Assistance. DHS is committed to preventing and addressing homelessness in New York City by employing a variety of innovative strategies to help families and individuals successfully exit shelter and return to self‑sufficiency as quickly as possible.

Human Resources Solutions (HRS) supports the human resources needs of the Department of Social Services, the Human Resources Administration, and the Department of Homeless Services through strategic partnership and collaboration, with the goal of creating an inclusive, motivated, and client centered workforce.

Human Resources Solutions (HRS)/HR Records Management is recruiting for one (1) Clerical Associate III to function as a Scanning Associate, who will:

• Review and integrate documents by checking the records information, such as Employee ID number and document type. Prepare files for scanning by removing staples, rubber bands, and paper clips from file and counting total number of pages.
• Operate image scanner to scan documents and categorize document type for indexing. Adjust image resolution, paper size, and orientation by using scanning application's document image settings. Review the scanned images for quality assurance.
• Index documents by reviewing record cover sheet and documents and select the appropriate document type to submit the electronic image. Verify indexing data and make necessary corrections; edit by using indexing application.
• File the scanned documents by document type and date for temporary storage. Review the documents and discard duplicates.
• Provide customer service to HRA employees who ask to view their personnel file form in One Viewer. Retrieve records and/or documents and print requested documents for employees. Respond to telephone inquiries and schedule appointments for employees to view their own personnel file.
• Assist supervisor in collecting productivity data and preparing statistical reports. Ensure proper maintenance of scanners and scanning equipment by reporting equipment breakdown or other problems to the supervisor.

Hours/Schedule: 9 to 5

Qualification Requirements

A four-year high school diploma or its educational equivalent approved by a State's department of education or a recognized accrediting organization and one year of satisfactory clerical experience.

Skills Requirement

Keyboard familiarity with the ability to type at a minimum of 100 key strokes (20 words) per minute.

CLERICAL ASSOCIATE - 10251

The City of New York is an inclusive equal opportunity employer committed to recruiting and retaining a diverse workforce and providing a work environment that is free from discrimination and harassment based upon any legally protected status or protected characteristic, including but not limited to an individual's sex, race, color, ethnicity, national origin, age, religion, disability, sexual orientation, veteran status, gender identity, or pregnancy.