Document Specialist

Job Description

Job Description

Job Title: Document Specialist Job Description

The Document Specialist provides comprehensive document services, procedure administration, records management, and technical documentation support in a highly regulated business environment. This role ensures that controlled documents and records are accurate, compliant, and easily accessible while permanent staff focus on modernization and upgrade initiatives. The successful candidate works independently, follows established processes and governance requirements, and delivers high-quality document control and records management support.

Responsibilities

• Process document and procedure revisions in accordance with established document control and governance requirements.
• Manage workflow queues within an Electronic Document Management System (EDMS) to ensure timely routing, review, approval, and release of documents.
• Format and quality-check technical documents for consistency, clarity, and compliance with organizational standards.
• Maintain document metadata and records inventories to support accurate tracking, retrieval, and reporting.
• Support records storage, retrieval, and digitization efforts, including organizing and preparing records for scanning and conversion.
• Operate document imaging, scanning, microfilm, and other media conversion equipment to convert physical records into electronic formats.
• Assist users with document management processes, including system navigation, search, retrieval, and proper use of document control procedures.
• Perform document quality reviews for content, formatting, metadata, and compliance with established standards and procedures.
• Support procedure development, procedure governance, and document control programs as needed.
• Assist with records classification, retention, filing, retrieval, and disposition activities in accordance with records management requirements.
• Contribute to document migrations, metadata management, workflow processing, and data quality initiatives within the EDMS or related systems.
• Maintain high levels of accuracy and attention to detail while managing high volumes of documents, records, and workflow activities.
• Collaborate with internal stakeholders, providing responsive customer service and problem-solving support related to document and records management.

Essential Skills

• Experience working with Electronic Document Management Systems (EDMS), document control systems, or content management platforms.
• Strong technical writing, document formatting, and editing skills.
• Experience creating, revising, reviewing, or processing controlled documents and procedures.
• Proficiency with Microsoft Office applications, including Word, Excel, Outlook, and SharePoint.
• Ability to maintain accuracy while managing high volumes of documents, records, and workflow activities.
• Strong written and verbal communication skills.
• Experience in document control, records management systems, technical documentation, or procedure administration.
• Ability to work independently while following established processes and governance requirements.
• Strong attention to detail and organizational skills.

Additional Skills & Qualifications

• Experience with OpenText Documentum or similar enterprise document management systems.
• Experience supporting procedure development, procedure governance, or document control programs.
• Records management experience, including records classification, retention, filing, retrieval, and disposition activities.
• Experience working in nuclear, utility, engineering, manufacturing, quality assurance, or other highly regulated industries.
• Experience supporting document migrations, metadata management, workflow processing, or data quality initiatives.
• Ability to perform document quality reviews for content, formatting, metadata, and compliance with established standards.
• Experience operating document imaging, scanning, microfilm, or other media conversion equipment used to convert physical records into electronic formats.
• Familiarity with records digitization, indexing, and electronic file organization.
• Ability to learn new software applications and business processes quickly.
• Customer service orientation and strong problem-solving skills.

Work Environment

This position is on-site in a primarily climate-controlled office environment. Work involves extended periods of computer use, reading, and document processing in a sedentary office setting. The role occasionally requires work in records storage areas, file rooms, or archive spaces to retrieve, organize, inventory, scan, or convert records. The Document Specialist uses document imaging, scanning, microfilm, and other media conversion equipment as part of records digitization activities. The position involves occasional lifting, carrying, and movement of records, files, and storage boxes, typically up to 25 pounds, as well as frequent reaching, bending, stooping, and walking. Limited exposure to dust associated with paper records and storage areas may occur. Minimal travel is expected, and no routine field or construction site work is required.

Job Type & Location

This is a Contract position based out of Birmingham, AL.

Pay and Benefits

The pay range for this position is $30.00 - $40.00/hr.

Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: Medical, dental & vision Critical Illness, Accident, and Hospital 401(k) Retirement Plan Pre-tax and Roth post-tax contributions available Life Insurance (Voluntary Life & AD&D for the employee and dependents) Short and long-term disability Health Spending Account (HSA) Transportation benefits Employee Assistance Program Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a fully onsite position in Birmingham,AL.

Application Deadline

This position is anticipated to close on Oct 5, 2026.

About Actalent

Actalent is a global leader in engineering and sciences services and talent solutions. We help visionary companies advance their engineering and science initiatives through access to specialized experts who drive scale, innovation and speed to market. With a network of almost 20,000 consultants and 5,000 clients across the U.S., Canada, Asia and Europe, Actalent serves many of the Fortune 500. We are proud to be an Engineering News-Record (ENR) Top 500 Design Firm for our engineering design services and a ClearlyRated Best of Staffing® winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email View email address on us.fitly.work for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.