Document Imaging Specialist

Document Imaging Specialist

Position Overview

The Document Imaging Specialist supports the digitization, organization and maintenance of personnel records by converting physical documents into electronic Official Personnel Folders (eOPFs) and other authorized electronic records systems. This position is responsible for high-volume document preparation, scanning, indexing, validation and quality assurance activities while ensuring compliance with applicable federal records management, privacy, and information security requirements.

The ideal candidate will possess experience in document imaging, records management, or human resources support functions, preferably within a federal government or government contractor environment. The successful candidate will demonstrate strong attention to detail, the ability to manage sensitive information, and experience working in a compliance-driven environment.

Essential Duties and Responsibilities:

• Prepare physical personnel documents for imaging by sorting, organizing, removing fasteners, and verifying document completeness.
• Scan, digitize, and upload personnel records into designated electronic document management systems.
• Review scanned documents to verify image quality, completeness, legibility, and accuracy.
• Index and classify electronic records according to established records management procedures and system requirements.
• Identify and resolve imaging errors, including rescanning documents when necessary.
• Conduct quality control reviews to ensure compliance with established records management standards, agency requirements, and operating procedures.
• Handle sensitive and confidential personnel information in accordance with federal privacy, security, and records retention requirements.
• Maintain accurate tracking and accountability of physical and electronic records inventories.
• Collaborate with Human Resources personnel and other stakeholders to resolve document discrepancies and support records maintenance activities.
• Follow established Standard Operating Procedures (SOPs), agency policies, and applicable federal regulations.
• Support continuous process improvement initiatives related to document imaging and records management.
• Perform other related duties as assigned.

Required Qualifications:

• High School Diploman, GED, or equivalent.
• Minimum of three plus (+3) years of experience in document imaging, records management, record digitization or a related field.
• Experience operating high-volume document scanning equipment and imaging software in a production or records management environment.
• Demonstrated experience performing document quality control, indexing, validation, and records management activities.
• Proficiency with Microsoft Office applications and electronic document management systems.
• Strong attention to detail, organizational skills, and ability to manage multiple priorities in a deadline-driven environment.
• Ability to handle sensitive and confidential information in accordance with established security and privacy requirements.
• Ability to work on-site in Rockville, Maryland.
• Ability to obtain and maintain any required government suitability determination, credential, or clearance.

Preferred Qualifications:

• Five (5) or more years of experience supporting federal records management, document imaging, personnel records processing, or human resources operations.
• Experience working with electronic Official Personnel Folders (eOPF) or comparable electronic personnel records systems.
• Knowledge of federal personnel forms and documentation, including SF-50s, benefits documentation, personnel action records, and related HR records.
• Experience supporting federal agencies, government contractors, or regulated environments.
• Active IRS credential/background investigation, Public Trust determination, or active security clearance from a U.S. Government agency.
• Familiarity with federal records retention, records disposition, and information governance requirements.

Required Skills:

• Proficiency with high-volume document scanners and imaging software.
• Ability to perform detailed document review and quality assurance checks.
• Knowledge of document indexing, classification, and records management principles.
• Strong computer skills, including file management, PDF manipulation, and data entry.
• Excellent organizational, communication, and problem-solving skills.
• Ability to maintain accuracy and productivity while handling large volumes of documents.
• Ability to work independently and collaboratively within a team environment.

Physical Requirements:

• Ability to sit, stand, and perform repetitive hand and wrist movements for extended periods.
• Ability to lift, carry, and move boxes or files weighing up to 25 pounds, with or without reasonable accommodation.
• Ability to view and review electronic and paper documents for extended periods.