Administrative Specialist

Job Title: Administrative Specialist

Location: St. Paul, MN (4 days onsite, 1 day remote)
Duration: 12 Months + Extension

Job Overview:

The client is seeking an Administrative Specialist to provide entry-level administrative support. This role focuses primarily on preparing paper records for digitization and ensuring accuracy, confidentiality, and quality throughout the document scanning process. The position requires attention to detail, physical handling of records, and the ability to work independently in a structured office environment.

Key Responsibilities:

• Prepare and organize paper records for scanning and digitization
• Maintain and update tracking and indexing spreadsheets
• Inspect documents for required metadata
• Remove paper bindings, folders, and non-scannable materials
• Repair bent or torn documents as needed
• Identify and flag oversized materials
• Add file-level metadata to indexing spreadsheets
• Maintain strict confidentiality and security of sensitive information
• Support staff with document preparation activities
• Move and lift boxes weighing up to 40–50 LBS
• Perform quality assurance and quality control checks on scanned documents returned by vendors

Required Qualifications:

• High school diploma or equivalent
• Ability to work independently while collaborating within a team
• Ability to manage multiple tasks efficiently
• Experience working in an office environment
• Ability to lift and move boxes weighing up to 50 LBS

Preferred Qualifications:

• Experience using SharePoint or other document management systems
• General office skills, including working with spreadsheets and databases
• Experience documenting processes or lessons learned
• Strong communication skills, including identifying and sharing process improvement opportunities

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