POSITION SUMMARY: The Temporary Records and Office Assistant will support the organization and digitization of employee records. This role involves sorting and organizing paper files, preparing documents for scanning, scanning and indexing records into an electronic system, and ensuring that all records are accurate, complete, and securely handled.
ESSENTIAL FUNCTIONS & KEY RESPONSIBILITIES:
- Sort, organize, and prepare employee paper files for scanning, including removing staples and clips and repairing damaged pages as needed.
- Scan documents accurately and completely using office scanners and document management software.
- Name, index, and upload scanned files according to established procedures.
- Review scanned images for quality and legibility and rescan when necessary.
- Maintain a log or tracking sheet of files processed, files pending, and any missing or incomplete records.
- Flag duplicate, misfiled, or missing documents for supervisor review.
- Retrieve, refile, and transport records between storage areas and the work area.
- Follow retention and destruction procedures for original documents only as directed by a supervisor.
- Maintain strict confidentiality of all employee and organizational information.
- Perform other related administrative duties as assigned.
REQUIRED QUALIFICATIONS:
- High school diploma or equivalent required.
- Prior experience in an office, records management, or filing environment preferred.
- Experience using scanners, copiers, and document management systems preferred.
- Working knowledge of Microsoft Office (Word, Excel, Outlook) and basic computer skills.
- Strong attention to detail, accuracy, and organizational skills.
- Ability to handle sensitive and confidential information with discretion.
- Ability to work independently, manage time effectively, and complete repetitive tasks accurately.
- Bilingual in English and Spanish a plus.
SKILLS & COMPETENCIES:
- Strong organizational skills.
- Able to maintain focus and accuracy while performing detailed, repetitive work.
- Able to maintain confidentiality and handle sensitive information in compliance with organizational policies and applicable privacy laws.
Skills Required
- High school diploma or equivalent
- Prior experience in an office, records management, or filing environment
- Experience using scanners, copiers, and document management systems
- Working knowledge of Microsoft Office, including Word, Excel, and Outlook
- Basic computer skills
- Strong attention to detail, accuracy, and organizational skills
- Ability to handle sensitive and confidential information with discretion
- Ability to work independently and manage time effectively
- Ability to complete repetitive tasks accurately
- Bilingual English and Spanish
What We Do
Lynn Community Health Center is the largest provider of primary care, behavioral health, eye care, and dental services in one of the most medically underserved communities in Massachusetts. Established in 1971 as a small storefront mental health clinic, we now have more than 550 employees at multiple sites throughout the City of Lynn. We serve more than 46,000 individuals annually—40% of all Lynn residents and children under 18. Our mission is to provide comprehensive health care for everyone in our diverse community, regardless of ability to pay. Our target populations are those with the greatest barriers to care: the poor, minorities, non-English speaking, children, teens and the frail elderly. A significant percentage of our patients have behavioral health needs. To best achieve our mission, we have developed an innovative model of Integrated Care in which primary care and behavioral health providers practice together as a team, co-managing patient care. This has significantly improved access and reduced stigma for those in need of behavioral health care. Our teams are distinguished by a fierce dedication to empowering disenfranchised communities. It is an incredible learning environment for every employee, in which there exist opportunities for both providing and receiving mentoring and coaching, participating in innovative pilot projects, and the satisfaction of a job well done.
