Document Management Specialist (225-1007)

A Document Management Specialist plays a critical role within an organization by ensuring efficient management of its documents and records. This position involves developing, implementing, and maintaining systems and procedures for the accurate and secure handling of an organization's documentation. This specialist is responsible for organizing documents, ensuring compliance with regulations, and facilitating easy retrieval of information. In addition to managing physical and digital documents, the specialist also plays a crucial role in guiding other staff on the best practices for document handling and management. The goal is to improve an organization's efficiency by ensuring that all critical information is stored correctly and is readily available as needed. This role demands attention to detail, excellent organizational skills, and a thorough understanding of the document lifecycle. Familiarity with various document management systems and technologies is also essential to succeed in this position.

Responsibilities

• Develop and implement effective document management systems for enterprise-wide use.
• Maintain consistent naming conventions and labeling standards for easy document retrieval.
• Ensure adherence to document control policies and regulatory requirements at all times.
• Collaborate with different departments to understand their document management needs.
• Educate and train staff on document handling processes and best practices.
• Ensure confidentiality, integrity, and availability of all documents within the organization.
• Conduct regular audits and reviews to ensure compliance with document management policies.
• Assist in the transition from paper-based systems to digital solutions where necessary.
• Monitor and report on the performance of document management systems and processes.
• Provide technical support to staff experiencing issues with the document management software.
• Coordinate with IT department to ensure data security within document management systems.
• Manage and oversee the document archival and purging process according to retention schedules.

Requirements

• Bachelor's degree in Information Management, Business Administration, or related field.
• Proven experience as a Document Management Specialist or in a similar role.
• Proficiency with document management software and digital archiving tools.
• Strong understanding of document management principles and practices.
• Excellent organizational skills and a keen eye for detail and accuracy.
• Ability to manage multiple projects and tasks while prioritizing effectively.
• Strong communication and interpersonal skills to work with various teams and departments.
• Familiarity with legal and regulatory requirements for document retention and management.
• Experience in training or educating staff on document management systems is a plus.