File/ Scanning Clerk, PT

Description

The File / Scanning Clerk provides administrative and document-management support to the Finance Department for American-Marsh Pumps (AMP) and QuantumFlo (QF). This position is primarily responsible for scanning, organizing, filing, indexing, and maintaining financial and business records in accordance with established procedures.

The File / Scanning Clerk reports to the Accountant , who reports to the Site Controller for AMP and QuantumFlo . The position requires strong attention to detail, organization, confidentiality, and the ability to accurately manage both electronic and physical records.

Essential Duties and Responsibilities

· Scan invoices, accounting records, reports, receipts, and other Finance-related documentation.

· Properly name, index, organize, and save electronic files according to established filing procedures.

· Maintain organized physical and electronic Finance Department records.

· File accounts payable, accounts receivable, general accounting, and other financial documentation as directed.

· Retrieve records and documentation when requested by Finance team members.

· Review scanned documents for legibility, completeness, and accuracy.

· Assist with converting historical paper records into electronic files.

· Identify duplicate, incomplete, missing, or incorrectly filed documentation and notify the appropriate Finance team member.

· Prepare documents for scanning, including removing staples, sorting pages, and organizing records.

· Reassemble and appropriately file original documents after scanning, when required.

· Assist the Accountant and Site Controller with basic administrative Finance projects and document requests.

· Support record-retention, audit preparation, and document-retrieval activities.

· Maintain confidentiality of employee, vendor, customer, banking, accounting, and other sensitive business information.

· Perform other administrative duties and Finance Department projects as assigned.

Requirements

Qualifications

· High school diploma or GED required.

· Previous office, clerical, filing, scanning, data-entry, or administrative experience preferred but not required.

· Basic computer proficiency, including Microsoft Office and electronic file-management systems.

· Ability to learn company systems and established document-management procedures.

· Strong organizational skills and attention to detail.

· Ability to perform repetitive tasks accurately and consistently.

· Ability to prioritize work and follow established procedures.

· Ability to maintain confidentiality when handling sensitive financial and business information.

· Effective written and verbal communication skills.

Key Competencies

· Attention to Detail

· Organization

· Accuracy

· Dependability

· Confidentiality

· Time Management

· Follow-Through

· Teamwork

Physical Requirements

· Ability to sit or stand for extended periods while scanning and organizing documents.

· Ability to operate standard office equipment, including scanners, printers, and computers.

· Ability to bend, reach, and access filing cabinets or stored records.

· Ability to occasionally lift and carry boxes of files or records weighing up to approximately 25 pounds.