Document Management Specialist 23J25

The Document Management Specialist (23J25) plays a vital role in streamlining and overseeing the organization’s document handling and processing operations. This specialist is responsible for ensuring the effective storage, management, and retrieval of documents, while adhering to the company's policies and industry regulations. The position requires a keen eye for detail, experience with document management software, and an understanding of digital data storage protocols. A Document Management Specialist will work closely with various departments to maintain and improve document workflows, aiming to enhance operational efficiency. This role is perfect for someone who thrives in structured environments and has a passion for optimizing document-oriented tasks to support business goals.

Responsibilities

• Develop, implement, and maintain effective document management systems for the organization.
• Ensure compliance with regulatory standards for document handling and retention policies.
• Coordinate with IT and other departments to integrate new document management technologies.
• Design strategies to streamline document retrieval processes and enhance productivity.
• Conduct regular audits to ensure document accuracy and integrity across departments.
• Provide training sessions for staff on document management processes and best practices.
• Develop guidelines for the proper archiving and destruction of outdated documents.
• Manage and oversee electronic and hard copy files to ensure accessibility when needed.
• Collaborate with legal and compliance teams to ensure adherence to legal documentation requirements.
• Monitor and report on the performance of document management systems to stakeholders.
• Assist in the migration and digital transformation projects related to document processing.
• Support disaster recovery planning by ensuring document security and data backup procedures.

Requirements

• Bachelor's degree in Information Management, Business Administration, or a related field.
• Proven experience in document management or a similar administrative role.
• Proficiency with document management software and related IT systems.
• Strong understanding of legal and compliance requirements for document handling.
• Excellent organizational and analytical skills with attention to detail.
• Ability to communicate effectively with various departments and levels of management.
• Experience in project management and training team members on document processes.