Document Management Specialist

Job Description

Job Description

We are looking for a Document Management Specialist to support high-volume document intake and records handling for a Long-term Contract position based in Sacramento, California. This role is ideal for someone who is highly organized, attentive to detail, and comfortable reviewing document quality and accuracy in a structured environment. The selected candidate will help ensure incoming materials are properly identified, categorized, and routed so claims-related information is processed efficiently and correctly.

Responsibilities:
• Examine digitized incoming correspondence and verify that each file is accurately identified according to established document naming and classification standards.
• Research items that arrive without sufficient claim information and determine the appropriate next step based on available details.
• Route potential new claim documents to the appropriate intake team and send unidentifiable materials to internal support groups for further evaluation.
• Conduct quality checks on scanned files to confirm image clarity, completeness, and the presence of valid claim information before acceptance.
• Return or reject documents that fail imaging or validation standards and communicate issues when materials cannot be processed as submitted.
• Assign scanned records to the correct claim file by reviewing key identifiers and cross-referencing information within the claims management system.
• Enter document metadata, including service date and document category, into internal systems with a high degree of accuracy.
• Assist with additional document control tasks, special assignments, and project-based work as needed.• Experience with detailed document review, records processing, or image-based file validation in an administrative or operations setting.
• Strong attention to detail with the ability to identify inconsistencies, missing information, and quality issues in scanned materials.
• Ability to investigate and match documents using multiple data points such as names, claim details, and related reference information.
• Comfortable working within structured workflows and following established document handling standards.
• Proficiency in data entry and system navigation with a focus on accuracy and efficiency.
• Effective written and verbal communication skills for escalating issues and coordinating with internal teams.
• Ability to manage repetitive tasks while maintaining consistent quality and productivity.