Document Digitization Specialist, 6 Month Term

Job summary

Prepare and scan confidential Human Resources, Payroll, and Facilities records, then accurately classify, index, and upload validated files to the organization’s document management system or Atrieve. Protect sensitive information, verify scan quality and completeness, and securely transport, retain, or dispose of physical records in accordance with applicable policies.

Job details

Applications are invited for the temporary position of Document Digitization Specialist, located at the Educational Services Centre in Edson, AB. This opportunity is a 6-month temporary contract. The successful candidate will be accountable to the Director of Human Resources. Term: Duties to commence as soon as mutually agreed until April 30, 2027. Hours: 7.5 hours per day, 37.5 hours per week, 1.0 FTE. This is a position of high trust and extreme confidentiality with the incumbent specifically handling personnel files and accessing the Human Resources, Payroll and Facilities archives. The Document Digitization Specialist is responsible for converting physical Human Resources, Payroll and Facilities records, including confidential personnel and contract archives, into secure, properly classified digital files in line with current privacy protection legislation. This role ensures data integrity, strict adherence to privacy regulations (e.g., ATIA, POPA compliance), and efficient indexing within the organization’s filing system. Key Responsibilities Sort, clean, staple-remove, repair, and organize legacy paper personnel files prior to scanning. Operate high-volume commercial production scanners to capture high-quality digital images of document archives. Accurately tag, index, and name digitized files according to standardized naming conventions and file structures as directed by the Director of Human Resources. Inspect scanned documents for image clarity, completeness, correct orientation, and proper sequence; re-scan damaged or illegible pages as needed. Strictly uphold data privacy protocols for personally identifiable information, and confidential personnel records. Transport physical records securely and coordinate short-term retention or certified shredding/disposal according to GYPSD and CRA record retention policies. Batch-upload and import validated digital records into the Document Management System or HRIS (Atrieve). Other duties as assigned by the Director of Human Resources. Qualification And Work Experience The ideal candidate will have: 1–3 years of experience in document imaging, data entry, records management, or administrative support handling confidential data Strong working knowledge of Google platforms and digital literacy is required Hands-on experience with high-speed production scanners Proficiency with capture software such as Adobe Familiarity with Atrieve and/or other programs related to document storage Exceptional accuracy when indexing data and reviewing high volumes of documents Able to work independently Working knowledge of privacy laws regarding sensitive employee and personnel records Ability to lift up to 30 lbs (record storage boxes) and spend extended periods seated or standing at scanning stations Benefits Vacation Entitlement Health & Dental Benefits, 100% employer contribution $725 annual allocation to a combined Health and Wellness Spending Account Salary will be based upon a review of the candidate’s relevant education and experience. The Division Grande Yellowhead School Division (GYPSD) stretches from Jasper National Park, east to Evansburg, south to Cadomin, and northwest to Grande Cache. The jurisdiction includes 15 schools, 5 Learning Connection Centres, approximately 5000 students and 600 staff. Seven elected Trustees govern the Division. The Board’s Priorities Are Student Learning Teacher, Support Staff and Leader Excellence Community Engagement System Health and Wellness GYPSD schools offer a broad range of JK-12 programs. Principals focus on strong instructional leadership using generative dialogue to support teacher growth and supervision. The Division is recognized for its commitment to strong literacy/numeracy practices infused across the curriculum, inclusive education and for its innovative technology programs. Applications Please submit a cover letter and resume along with a copy of all relevant transcripts. Resume must highlight professional qualifications, relevant training and experience, and three current references that provide permission to contact. In accordance with Board Policy, the successful applicant will be required to provide the following: a Vulnerable Sector Check a Child Intervention Record Check Grande Yellowhead Public School Division appreciates all interest in this position, however, only those short-listed for an interview will be contacted.

What you’ll do

Prepare and scan confidential Human Resources, Payroll, and Facilities records, then accurately classify, index, and upload validated files to the organization’s document management system or Atrieve. Protect sensitive information, verify scan quality and completeness, and securely transport, retain, or dispose of physical records in accordance with applicable policies.

Requirements

Candidates should have 1–3 years of experience in document imaging, data entry, records management, or administrative support involving confidential information, along with strong digital literacy and Google platform skills. Hands-on production scanner experience, proficiency with capture software such as Adobe, exceptional accuracy, knowledge of privacy laws, the ability to work independently, and the ability to lift up to 30 pounds are also required or expected.

Benefits

• Vacation Entitlement
• Health And Dental Benefits
• Health And Wellness Spending Account

Listed skills

• Data entry · Preferred
• Quality assurance · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Document Imaging
• Data Entry
• Records Management
• Confidential Data Handling
• Google Platforms
• Digital Literacy
• High-Speed Production Scanners
• Adobe Capture Software
• Atrieve
• Document Indexing
• Quality Assurance
• Privacy Compliance
• File Classification
• Document Management Systems
• Independent Work

Job areas

• Administrative
• Human Resources
• Education
• Data & Analytics

More jobs from Grande Yellowhead Public School Division