Documentation Specialist

Documentation Specialist

The Documentation Specialist is responsible for reviewing and verifying the information provided in document requests from the Sales Coordinators and Sales Departments, ensuring that all details are complete and accurate. This includes updating Salesforce to confirm the correctness of all relevant data before generating documents. The role requires a clear understanding of the information and requirements for all types of transactions.

Major Duties and Responsibilities

Document Creation

• Verifies information is correct on doc request, making changes as needed.
• Verifies Automated Documents generate all necessary documents.
• Charges the correct sales tax per contract type and understands when and why to charge sales tax.
• Ensures the DocuSign signing order is updated according to the need and requirements of the doc request.
• Accurately generates Transfer & Assumption contract documents.

Key Responsibilities

• Takes full ownership of transactions by understanding the requirements to complete document packages accurately.
• Generates documents with the correct VIN or serial number.
• Ensures the customer's name, as listed on the SOS or driver's license, is accurately reflected on all documents, and all supplemental information such as, addresses, payments, term, financed amount, etc. is correct.
• Calculates and applies all required fees according to the transaction details.
• Checks for missing document tags in DocuSign to ensure all necessary signatures are included.
• Identifies and resolves potential errors before sending documents to the customer.
• Verifies TValues are properly setup to ensure accurate information is displayed in Salesforce.
• Adds Pop-up notes when necessary to provide additional context or information.

Additional Responsibilities

• Demonstrates a strong understanding of when to be flexible and is committed to providing the best possible experience for the customer.
• Actively participates in cross-training and shares knowledge with colleagues to support team growth and collaboration.
• Responds promptly and collaborates effectively with co-workers through email, RingCentral, and phone calls.
• Generates documents from the queue continuously within the one to one and one half hour turnaround time.
• Maintains the monthly average based on the KPI structure.
• Takes the initiative to review manuals and procedures prior to reaching out for assistance.

Requirements

Skills and Abilities

• Attention to detail and an eye for accuracy.
• Excellent verbal and written communication skills.
• Self-motivation with a strong sense of initiative, organization, accountability, and attention to detail.
• Strong analytical and problem-solving skills.
• Excellent interpersonal and conflict resolution skills.
• Ability to act with integrity, professionalism, and confidentiality.
• Proficient with Microsoft Office Suite or related software.
• Ability to handle multiple tasks during a constantly fluctuating workload.
• Capable of supporting our Mission Statement, Vision, and Core Values.

Education and Experience

• High School Diploma or GED
• Two to Five years of related experience preferred.
• Excellent organizational and problem-solving skills with the ability to effectively prioritize multiple tasks in a deadline-driven environment.

Supervisory Responsibility

This position does not have direct supervisory responsibilities.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. The employee is required to talk or hear; may be necessary to stand, walk, handle, or reach with hands or arms. This is predominantly a sedentary role; however, walking is often required. Some filing is required, calling for the ability to lift files, open filing cabinets and bend or stand on a stool as necessary. The team member is occasionally required to pack and move files or boxes as well as lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, and the ability to adjust focus.

Travel

Occasional travel is required, mainly for visits to other AmurEF offices and for training sessions held outside the Grand Island area.

Other Duties

Please note that this job description is not intended to be a comprehensive listing of all activities, duties, or responsibilities required of the employee in this position. The duties, responsibilities, and activities for this position are subject to change at any time, with or without notice.