Tower East Group Jobs

Location: On-site

Position Overview

The Administrative Assistant – Digital Archiving & Book Scanning plays a vital role in digitizing, preserving, and organizing bound volumes, historic documents, records, and office literature. This role combines everyday administrative office coordination with hands-on technical digitization, utilizing CZUR overhead book scanners to produce high-resolution, searchable digital files. The ideal candidate exhibits meticulous attention to detail, strong organizational abilities, and comfort with digital asset workflows and repetitive technical tasks.

Key Responsibilities

Digitization & Book Scanning (CZUR System)

• Operate overhead CZUR book scanners (utilizing foot pedals, hand buttons, and specialized book cradles/finger cots) to scan bound books, journals, manuals, and documents non-destructively.
• Calibrate scanner lighting and camera settings to minimize glare on glossy paper, eliminate shadows, and ensure legible page capture.
• Utilize proprietary CZUR software features, including curve-flattening algorithms, automatic page splitting, background purification, and edge trimming.
• Conduct Optical Character Recognition (OCR) processing to convert scanned pages into searchable PDFs, Word documents, or plain text formats.
• Inspect scanned output for visual quality, ensuring proper page orientation, correct contrast, lack of distortion, and complete page sequences without omissions.

File Management & Archival Organization

• Establish and follow standardized naming conventions and metadata tagging protocols for digital assets.
• Upload, index, and organize digital files across local networks, cloud storage platforms (e.g., Google Drive, SharePoint, OneDrive), or digital document management systems.
• Handle original bound materials and delicate texts with care, returning physical documents and books to designated archival or reference shelves accurately.
• Maintain an active tracking log of scanned assets, project progress, daily throughput, and pending digitization queues.

General Administrative Support

• Provide ocasional administrative support, including data entry, email correspondence, record keeping, and basic document formatting.
• Assist team members with document retrieval, locating digital files, and fulfilling staff requests for specific reference materials.
• Maintain scanner hardware, clean camera lenses and scanning mats, and report hardware or software malfunctions promptly.
• Assist with incoming mail processing, inventory coordination, and general office maintenance as assigned.

Qualifications & Experience

• Education: High school education required; Associate or Bachelor’s degree in Library Science, History, Information Management, Business Administration, or a related field is a plus.
• Experience: 6 months of administrative, records management, clerical, or library/archival scanning experience. Prior hands-on experience with overhead scanners (specifically CZUR ET, Aura, or M-series) is strongly preferred but trainable for tech-savvy candidates.
• Software Proficiency:
  • CZUR Scanner / CZUR Master software (or comparable document capture utilities).
  • Adobe Acrobat Pro (combining files, page extraction, PDF optimization, advanced OCR).
  • Microsoft Office Suite (Word, Excel, Outlook) and cloud platforms (Google Workspace, Microsoft 365, Dropbox).
• Skills & Attributes:
  • Exceptional attention to detail and patience for precision-focused, repetitive tasks.
  • Strong file organization and directory navigation skills.
  • Clear written and verbal communication abilities.
  • Ability to work independently with minimal supervision once trained on project standards.

Physical Demands & Work Environment

• Extended periods of sitting or standing at a scanning workstation.
• Repetitive hand, arm, and foot motions required to operate scanner pedals, position books, and turn pages.
• Ability to lift, carry, and maneuver book boxes and heavy reference volumes weighing up to 25–30 lbs.
• Typical climate-controlled office environment with standard computer and overhead LED lighting.