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Records Assistant

Location : New York, NY
Job Type : Temp/Contract
Start Date : 08/08/2022
End Date : 02/07/2023
Hours : Full Time
Travel : No
Relocation : No

Job Description :
New York State Agency - Part time Records Assistant position 29 hours per week.

Position Summary
The Records Assistant is responsible for scanning paper documents and filing them into the correct electronic index. They locate and retrieve requested files, prepare new document indices, file folders and labels. The Records Assistant si also responsible for keeping files up to date. In addition to filing, file clerks may perform other administrative or clerical duties as assigned. Responsibilities include, but are not limited to the following: • Add new material to file records and create new records as necessary. • Answer questions about records and files. • Assign and record identification numbers or codes to index materials for filing. • Eliminate outdated or unnecessary materials, destroying them or transferring them to inactive storage according to file maintenance guidelines and Agency requirements. • Enter document identification codes into system to determine file location and track documents. • Find and retrieve information from files in response to requests from authorized users. • Keep records of materials filed or removed, using logbooks or computers. • Modify and improve filing systems or implement new filing systems and procedures. • Perform periodic inspections of materials or files to ensure correct placement, legibility, and proper condition. • Place materials into file cabinets, drawers, or boxes according to classification and identification information.
• Scan or read incoming materials to determine how and where they should be classified or filed. • Sort or classify information according to guidelines such as content, purpose, user criteria, or chronological, alphabetical, or numerical order. • Track materials removed from files to ensure that borrowed files are returned. • Design procedural forms related to filing systems. • Gather materials to be filed from other Agency departments and employees. • Perform general office duties such as preparing written correspondence, basic research, data entry, copying, scanning, and shredding. 
Required Qualifications :

Minimum Qualifications: • High School Diploma or equivalency. Must be at least 18 years of age. • At least 1 year of previous file clerk or relevant experience. • Possession of outstanding organizational skills and strong customer service ability. • Proficient in Microsoft Office. • Ability to remain stationary at a scanner for extended periods of time. • Ability to repeatedly lift 20-pound file boxes.

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