Document Management Specialist

Overview

We are seeking a detail-oriented and meticulous Document Management Specialist to join our team. The primary responsibility of this role is to accurately scan, index, and organize a large volume of historical and active paper documents into our digital document management system (DMS). The ideal candidate must possess exceptional organizational skills, a strong commitment to accuracy, and proficiency in operating scanning equipment.

Key Responsibilities

• Prepare paper documents for scanning, including removing staples, repairing tears, and ensuring proper orientation.
• Operate high-speed scanning equipment to digitize various types of documents (e.g., invoices, contracts, personnel files).
• Perform quality control checks on scanned images to ensure clarity, completeness, and legibility.
• Accurately index and categorize digital documents using predefined naming conventions and metadata tags within the DMS.
• Maintain the integrity, confidentiality, and security of all physical and digital records.
• Troubleshoot basic scanner issues and perform routine maintenance.
• Adhere to all company policies and regulatory requirements regarding document retention and privacy.

Qualifications

Required

• High school diploma or equivalent.
• Proven high level of attention to detail and accuracy, particularly when handling repetitive tasks.
• Strong organizational and time management skills.
• Ability to lift and move boxes of documents weighing up to 25 lbs.

Preferred

• Proficiency in using scanning equipment and document preparation techniques.
• Experience in data entry, document control, or a related administrative role