Document Specialist

Location: Lacey, WA
Duration: 4.5 Months
Work Arrangement: 100% Onsite 
Schedule: Full-Time, Monday–Friday, within 7:00 AM–5:00 PM

Position Overview

We are seeking a hands-on Document Specialist to support a large-scale document digitization and records conversion project.

The Document Specialist will be responsible for document preparation, scanning, OCR, indexing, file naming, quality assurance, secure file handling, and production tracking. This role will also coordinate daily workflow and help ensure documents are processed accurately, efficiently, and according to established requirements.

Key Responsibilities

Document Processing & Scanning

• Prepare documents for scanning, including removing bindings and fasteners, repairing torn documents, and ensuring proper page orientation.
• Organize documents into discrete files and maintain proper document sequence.
• Scan high volumes of documents according to established specifications.
• Ensure scanning meets required standards, including minimum 300 DPI, auto-color detection, full-text OCR, and multi-page PDF output.
• Apply appropriate separator sheets and verify required document identification information.
• Index documents accurately according to established procedures.
• Follow required digital file-naming conventions.
• Upload completed documents to designated secure network locations.
• Support transfer of approved documents into the records management system.
• Perform document preparation, scanning, indexing, and quality assurance activities as needed to meet production goals.

Quality Assurance

• Perform quality checks on scanned documents.
• Verify documents are legible, correctly rotated, complete, and properly captured.
• Verify accurate indexing and file naming.
• Identify scanning or indexing errors and complete necessary rework.
• Maintain QA and rework records.
• Escalate document-processing or quality issues when necessary.

Production & Workflow Support

• Track daily and weekly document-processing volumes.
• Monitor productivity, completed work, backlog, QA exceptions, and rework.
• Organize and prioritize document batches.
• Maintain an orderly workflow to prevent documents from being lost, mixed, duplicated, or processed incorrectly.
• Identify workflow bottlenecks and help redistribute work to maintain production.
• Maintain production logs, issue logs, and other project documentation.
• Communicate questions or unclear document requirements to appropriate project or client representatives.

Team & Project Coordination

• Support the daily workflow of document imaging and records conversion staff.
• Help coordinate document batches and production priorities.
• Assist with project kickoff activities and understanding of workspace, equipment, procedures, and expectations.
• Coordinate workspace and equipment needs.
• Provide status updates regarding production, quality, and outstanding issues.
• Maintain professional communication with client representatives and internal management.
• Ensure confidentiality, security, and proper handling of government records.

Required Qualifications

• High school diploma or equivalent required.
• Associate's or bachelor's degree preferred but not required.
• 3+ years of experience in document processing, records management, administrative operations, office management, project coordination, document conversion, or similar work.
• Experience working with high-volume document processing or administrative workflows.
• Strong organizational and time-management skills.
• Excellent attention to detail and quality.
• Ability to work in a high-volume, deadline-driven environment.
• Ability to track production metrics and maintain accurate records.
• Strong written and verbal communication skills.
• Proficiency with Microsoft Office, particularly:
  • Excel
  • Word
  • Outlook
  • Windows file management
• Ability to learn scanning, OCR, document-management, and records-management technologies.
• Comfortable performing hands-on document processing rather than working solely in a supervisory capacity.
• Ability to work 100% onsite in Lacey, WA during required working hours.

Highly Preferred Experience

• Document imaging
• Records conversion
• Records management
• High-volume scanning operations
• Government records
• Laserfiche
• OCR
• Adobe PDF tools
• Quality assurance
• Workflow coordination
• Production tracking
• Document control
• Office/project administration