File Clerk/ Receptionist

File Clerk
1. Scanning Documents: Operate scanning equipment to convert paper documents into digital format. This involves feeding documents into scanners, adjusting settings for optimal scanning quality, and ensuring accurate digitization.
2. Organizing Files: Arrange and categorize scanned documents in digital filing systems. This may involve creating folders, naming files appropriately, and indexing documents for easy retrieval.
3. Quality Control: Review scanned documents to ensure they are legible, complete, and accurately captured. Identify and rectify any scanning errors or discrepancies.
4. Data Entry: Enter relevant metadata or information associated with scanned documents into database systems or spreadsheets. This may include indexing documents with keywords, dates, or other identifiers for efficient search and retrieval.
5. File Management: Maintain digital and physical filing systems, including organizing and storing scanned documents in designated locations. Ensure compliance with company policies and procedures for document retention and disposal.
6. Troubleshooting: Identify and troubleshoot technical issues with scanning equipment or software. Collaborate with IT support to resolve any hardware or software problems.
7. Confidentiality and Security: Handle sensitive and confidential information with discretion and adhere to data security protocols. Maintain confidentiality of scanned documents and ensure compliance with privacy regulations.
8. Communication: Coordinate with other departments or team members to fulfill scanning requests or address any document-related needs. Communicate effectively with supervisors or managers regarding workflow, priorities, and any challenges encountered.
9. Record Keeping: Maintain accurate records of scanned documents, including tracking document status, completion dates, and any relevant details for auditing or reporting purposes.
10. Continuous Improvement: Identify opportunities to streamline scanning processes, improve efficiency, or enhance document management practices. Make
recommendations for workflow optimization or technology upgrades to enhance productivity.
Receptionist
1. Greeting visitors and directing them to the appropriate person or department.
2. Answering phone calls: manage incoming phone calls, answering general inquiries, transferring calls to the appropriate staff members, and taking messages when necessary.
3. Handling mail and deliveries: Sort and distribute incoming mail and packages, as well as prepare outgoing mail for shipment.
5. Provide information to visitors and callers about the company, its products or services, office hours, and other relevant details.
8. Maintaining the reception area: Ensure that the reception area is clean, organized, and presentable.
9. Distributing Weekly Paychecks.
10. Monitoring Office Supply Stock levels (e.g., paper clips, stationery) and reporting shortages.