Document Management Specialist - Management Analyst 1

Document Management Specialist - Management Analyst 1 Agency : Department of Employment and Economic Development Job Class : Management Analyst 1 Job ID : 94933 Location : St. Paul Telework Eligible : Yes, may be eligible for some telework Full/Part Time : Full-Time Regular/Temporary : Unlimited Closing Date : 06/24/2026 Salary Range : $23.98 - $34.69 / hourly; $50,070 - $72,432 / annually Job Summary The Document Management Specialist (DMS) oversees the full lifecycle of Paid Leave program documentation across multiple intake channels, ensuring accuracy, compliance, and timely movement that supports eligibility determinations and operational workflows. The DMS uses independent judgement to assess document sufficiency, route materials appropriately, resolve issues that affect program outcomes, advises internal teams on document interpretation, identifies systemic problems, recommends operational improvements, contributes to SOP development, and collaborates with technical and product teams. Key Responsibilities Electronic Document Administration & Program Intake Management: Independently administers the intake, evaluation, quality review, and routing of all electronic Paid Leave documents, ensuring accurate metadata, proper workflow assignment, timely processing, and escalation of high-risk items. Physical Mail Governance & Intake Security Operations: Manages all physical mail intake, including secure handling, digitization, fraud prevention procedures, chain-of-custody compliance, and integration into Salesforce workflows. Quality Assurance, Compliance Oversight & Continuous Improvement: Conducts QA checks and audits, identifies systemic documentation issues, ensures adherence to privacy and retention standards, and contributes to SOP updates and process improvements. Cross-Functional Support, Document Research & Request Fulfillment: Serves as the document subject matter expert, responding to internal and external document requests, researching missing or ambiguous items, resolving errors, and communicating with partners to obtain required documentation. Qualifications Minimum Qualifications One (1) year of experience implementing and performing high-volume document-management and records-processing functions, including mail-intake operations, claims-support activities, or other complex administrative workflow processes. Experience working with digital systems to process, organize, or route documents (e.g., Salesforce, SharePoint). Experience handling sensitive or confidential documents in compliance with privacy and security requirements. Ability to review documents for completeness and accuracy and determine the appropriate next steps. Ability to manage a high-volume workload while meeting deadlines and quality expectations. Ability to identify issues in documentation and resolve them effectively. Ability to adapt quickly to changes in policies, procedures, technology, or work priorities. Preferred Qualifications Knowledge of document intake workflows, indexing practices, or digital imaging procedures. Knowledge of data privacy and security requirements (e.g., HIPAA). Experience conducting quality assurance reviews, audits, or document integrity checks. Experience working in a high-volume service or regulatory environment with strict timelines. Experience working effectively with individuals from diverse backgrounds and cultures. Additional Requirements A job offer will be contingent upon successfully passing a background check (criminal, employment, reference, conflict of interest, driver’s license). The Department of Employment and Economic Development will not sponsor applicants for work visas. All applicants must be legally authorized to work in the U.S. Your benefits may include: Paid vacation and sick leave 12 paid holidays each year Low-cost medical, dental, vision, and prescription drug plans Fertility care, including IVF Diabetes care Dental and orthodontic care for adults and children 6 weeks paid leave for parents of newborn or newly adopted children Pension plan that provides income when you retire (after working at least three years) Employer-paid life insurance to provide support for your family in the event of death Short-term and long-term disability insurance Tax-free expense accounts for health, dental, and dependent care Resources that provide support and promote physical, emotional, social, and financial well-being Support to help you reach your career goals: Training, classes, and professional development Federal Public Service Loan Forgiveness Program (Some positions may qualify) Employee Assistance Program (EAP) for work/life support: A voluntary confidential program that helps employees and their families with personal and professional challenges Common stress sources addressed: mental health, relationship challenges, grief and loss, finances, legal issues Daily Living/Convenience Services: Chore services, home repair, trip planning, child/elder care Equal Opportunity Employer The Department of Employment and Economic Development is an equal opportunity, affirmative action, and veteran-friendly employer. We encourage all qualified candidates to apply. All qualified applicants will receive consideration for employment without regard to race, color, creed, religion, national origin, sex, gender identity, marital status, age, sexual orientation, disability, veteran status or any other protected characteristic. Applicants with Disabilities Minnesota state agencies make reasonable accommodations to employees and applicants with disabilities. If you have a disability and need assistance in searching or applying for jobs, contact the Careers Help Desk at View phone number on click.appcast.io or email View email address on click.appcast.io for support. #J-18808-Ljbffr