Document Management Specialist (225-820)

A Document Management Specialist plays a critical role in ensuring the efficient organization and accessibility of an organization's documents and records. This role is pivotal in maintaining proper documentation processes, ensuring that records are accurately stored, easily retrievable, and adequately secured to prevent any form of data breach or loss. The specialist will work closely with cross-functional teams to support document revision, approval processes, and compliance with legal regulations and standards. The ideal candidate should be detail-oriented, possess strong organizational skills, and have experience with document management systems. Success in this position requires a proactive approach to problem-solving and a commitment to upholding best practices in document management.

Responsibilities

• Develop and implement efficient document management systems and protocols.
• Ensure all company documents and records are systematically organized and stored.
• Monitor document control processes and recommend improvements where necessary.
• Facilitate document revision and approval processes to maintain accurate records.
• Regularly audit document management systems to ensure compliance with regulations.
• Train staff on document control procedures and best practices for data management.
• Collaborate with IT to integrate document management systems with existing technology.
• Respond promptly to document management inquiries and requests from staff.
• Ensure secure access and distribution of documents to authorized personnel only.
• Maintain an up-to-date log of document revisions and access history for auditing purposes.
• Assist in preparing documentation for audits and compliance reviews.
• Keep abreast of industry trends and advancements in document management technology.

Requirements

• Bachelor’s degree in Information Management, Business, or related field required.
• Minimum of three years of experience in document management or related roles.
• Proficiency with document management software and systems is essential.
• Strong organizational skills and attention to detail are crucial for success.
• Excellent communication skills, both verbal and written, are required.
• Ability to manage multiple tasks and projects simultaneously under deadlines.
• Knowledge of legal and compliance issues related to document management practices.
• Demonstrated ability to work independently and coordinate cross-functional teams.