[Hiring] Document Processing Clerk @MAGE Caring Hands

Role Description

MAGE Caring Hands LLC is seeking a detail-oriented, organized, and dependable Document Processing Clerk to support the company's administrative and records management operations. The successful candidate will be responsible for receiving, reviewing, sorting, processing, scanning, filing, and maintaining documents to ensure information is accurate, complete, accessible, and properly organized.

The Document Processing Clerk will assist with maintaining employee records, resident-related documentation, administrative files, invoices, correspondence, forms, and other business records, as applicable. The position requires strong organizational skills, attention to detail, computer proficiency, and the ability to handle confidential information responsibly.

The ideal candidate will demonstrate professionalism, accuracy, efficiency, and a commitment to maintaining the confidentiality and integrity of company records.

Key Responsibilities

• Document Processing and Data Entry
  • Receive, sort, review, and process incoming documents and forms.
  • Enter information into company databases, spreadsheets, electronic record systems, and other approved software.
  • Verify documents for accuracy, completeness, legibility, and consistency.
  • Identify missing information, discrepancies, or incomplete forms and follow up with the appropriate personnel.
  • Scan, copy, print, upload, and distribute documents as needed.
  • Ensure documents are processed accurately and within established deadlines.
• Records Management and Filing
  • Maintain organized electronic and physical filing systems.
  • Classify, label, index, and archive documents according to company procedures.
  • Retrieve records promptly when requested by authorized personnel.
  • Update files to reflect changes, corrections, and new information.
  • Ensure records are stored securely and retained or disposed of in accordance with company policies and applicable requirements.
  • Assist with the transition from paper-based records to electronic document management systems.
• Confidentiality and Information Security
  • Handle confidential company, employee, and resident information with discretion.
  • Follow established procedures for protecting sensitive documents and electronic records.
  • Restrict access to confidential information to authorized individuals.
  • Maintain secure handling, storage, transmission, and disposal of documents.
  • Follow applicable privacy and confidentiality requirements, including HIPAA requirements when the records and activities fall within their scope.
  • Promptly report lost documents, suspected unauthorized access, or other potential information security incidents.
• Administrative Support
  • Provide clerical and administrative support to management and other departments.
  • Prepare, organize, and distribute correspondence, reports, forms, and other documentation.
  • Assist with photocopying, mailing, document preparation, and office supply management.
  • Track incoming and outgoing documents to support timely processing and follow-up.
  • Maintain document logs, processing checklists, and status reports as needed.
  • Assist with scheduling, record requests, and other administrative duties as assigned.
• Quality Control and Compliance
  • Review processed documents for accuracy and adherence to established procedures.
  • Identify duplicate, outdated, incomplete, or incorrectly filed records.
  • Assist with internal audits, file reviews, and records reconciliation.
  • Maintain consistent naming conventions, document versions, and filing standards.
  • Support compliance with applicable recordkeeping policies and organizational requirements.
  • Recommend improvements to document processing workflows to increase efficiency and reduce errors.
• Communication and Teamwork
  • Communicate professionally with management, coworkers, vendors, and other authorized contacts.
  • Respond to document and record requests promptly.
  • Follow up on outstanding paperwork and missing documentation.
  • Collaborate with team members to meet departmental deadlines and operational goals.
  • Escalate complex discrepancies, urgent requests, or unresolved issues to the appropriate supervisor.

Qualifications

• High school diploma or equivalent required.
• Additional coursework or training in office administration, business administration, records management, or a related field preferred.
• Previous experience in clerical support, data entry, document processing, filing, or administrative work preferred.
• Basic proficiency in Microsoft Office applications, including Word, Excel, and Outlook.
• Ability to operate office equipment such as computers, scanners, copiers, and printers.
• Strong attention to detail and accuracy.
• Excellent organizational, time management, and prioritization skills.
• Ability to handle confidential information professionally.
• Strong written and verbal communication skills.
• Ability to work independently and collaboratively in a team environment.
• Ability to manage multiple assignments and meet established deadlines.

Preferred Qualifications

• Experience with electronic document management systems or digital filing platforms.
• Experience maintaining employee, client, resident, financial, or other confidential records.
• Familiarity with data entry, document indexing, records retention, and quality assurance procedures.
• Knowledge of privacy, confidentiality, and information security best practices.
• Experience working in a healthcare, senior care, residential care, or human services environment.

Essential Skills and Competencies

• Accuracy and attention to detail.
• Confidentiality and professional integrity.
• Organization and records management.
• Computer and data entry proficiency.
• Effective communication and teamwork.
• Time management and deadline awareness.
• Problem-solving and discrepancy identification.
• Adaptability and willingness to learn new systems and procedures.

Performance Expectations

• The Document Processing Clerk's performance may be evaluated based on:
  • Accuracy and completeness of processed documents.
  • Timeliness of document processing and data entry.
  • Proper organization and retrieval of records.
  • Compliance with confidentiality and records management policies.
  • Reduction of filing errors, duplicate records, and missing documentation.
  • Responsiveness to authorized document requests.
  • Reliability, professionalism, and adherence to established procedures.