Overview
Document Scanning and Records Management Clerk Jobs in Oshawa, Ontario, Canada at Jombone
We are recruiting Document Scanning and Records Management Clerks to support high-volume processing work for one of our clients – a provincial Government Organization.
Position Details
To electronically capture paper documentation (business correspondence) to a digital imaging storage system
To operate and maintain high-speed image transports, ensuring the highest quality output in a fast-paced, high-volume environment while meeting daily deadlines
To provide reliable records management through accurate indexing of imaged documents
To control the routing, retention, and disposal of all scanned documents
Duties & Responsibilities
As part of a team, the role/position will:
Open and extract contents from incoming mail using automated or manual equipment
Batch and count correspondence for imaging according to established procedures
Examine documents for threats and take immediate action as needed
Perform daily maintenance on scanners and prepare equipment for operation
Operate high-speed scanners and perform quality checks on all images
Troubleshoot issues that affect imaging or data accuracy
Manually classify documents and enter index data for images not recognized automatically
Investigate and resolve missing or incomplete data using client systems
Route and store scanned documents securely, following retention schedules
Enter stats into spreadsheets and maintain logs for document traceability
Train and assist new or temporary staff on scanning procedures
Respond to urgent time sensitive requests
Organize and prioritize incoming work while managing shifting priorities
Monitor and coordinate multiple processing schedules to meet strict deadlines
Additional Information
This is a physically active role; frequent lifting of boxes (20–25 lbs) is required
Must be able to perform under pressure and meet a 48-hour turnaround requirement
Additional duties may be assigned by management
Knowledge Required
Knowledge of image/data capture systems and scanning technology
Understanding of records management and document retention procedures
Comfort with arithmetic for batch counts and statistical reporting
Proficiency in Microsoft Word, Excel, and Outlook for communication and reporting
Skills Required
Analytical and organizational skills for document classification and prioritization
Fast and accurate keyboarding for alpha-numeric data entry
Sound judgment to escalate threats or errors promptly
Physical stamina for box lifting and fast-paced tasks
Communication and interpersonal skills for working with team members
Adaptability to learn and use new systems and technologies
Strong attention to detail to maintain imaging accuracy and legal integrity
Accessibility & Inclusion
Jombone is an equal opportunity employer. We are committed to an inclusive hiring process in accordance with the Accessibility for Ontarians with Disabilities Act (AODA). If you require accommodation at any stage, please let us know.
How to Apply
Upon clicking on apply, you will be redirected to Jombone page where you can upload your resume and apply.
Shortlisted candidates will be contacted for next steps, including screening and assessments.
Title: Document Scanning and Records Management Clerk
Company: Jombone
Location: Oshawa, Ontario, Canada
Category: Administrative/Clerical (Data Entry, Clerical, Admin Assistant, Office Administrator/ Coordinator)
