SCANNING ASSOCIATE

City of New York; World Trade Center (NY); Hybrid; USD 42,000 - 58,000; Full time

Job summary

The City of New York is recruiting for a Clerical Associate III in the Department of Social Services to function as a Scanning Associate. The role involves reviewing documents, operating scanners, indexing records, filing, and providing access to personnel files for HRA employees.

Responsibilities include assisting with productivity data, maintaining equipment, and delivering reliable customer service while adhering to residency requirements and equal opportunity policies.

Qualifications

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

Responsibilities

• Review and prepare files for scanning by removing staples and counting pages.
• Operate image scanner to scan documents and categorize for indexing.
• Index documents and verify data for indexing corrections.
• File scanned documents by type and date, disposing duplicates.
• Provide customer service to HRA employees viewing personnel files and respond to inquiries.
• Assist supervisor with collecting productivity data and preparing statistical reports.

Skills

Typing 100 wpm

Clerical experience

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

CLERICAL ASSOCIATE - 10251

Minimum Qualifications

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.

Preferred Skills

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

55a Program

This position is also open to qualified persons with a disability who are eligible for the 55-a Program. Please indicate at the top of your resume and cover letter that you would like to be considered for the position through the 55-a Program.

Public Service Loan Forgiveness

As a prospective employee of the City of New York, you may be eligible for federal loan forgiveness programs and state repayment assistance programs. For more information, please visit the U.S. Department of Education’s website at https://studentaid.gov/pslf/.

Residency Requirement

New York City residency is generally required within 90 days of appointment. However, City Employees in certain titles who have worked for the City for 2 continuous years may also be eligible to reside in Nassau, Suffolk, Putnam, Westchester, Rockland, or Orange County. To determine if the residency requirement applies to you, please discuss with the agency representative at the time of interview.

Additional Information

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.