Document Management Specialist

Job Description

Job Description

Description:

What you'll do

In a few words… Abarca is igniting a revolution in healthcare. We built our company on the belief that with smarter technology we are redefining pharmacy benefits, but this is just the beginning…

The Document Management Specialist supports the accurate organization and maintenance of electronic employee records by reviewing, classifying, categorizing, and uploading HR documents into employee files within the HRIS. This is a project-based role that ensures documents are filed consistently, accurately, and in accordance with established recordkeeping practices while maintaining the confidentiality and integrity of employee information.

The role requires strong attention to detail, organization, and comfort working with large volumes of information. The Document Management Specialist follows established recordkeeping practices and maintains the confidentiality and integrity of employee information. As project needs evolve, the role may also support other HRIS and data-related activities.

The fundamentals for the job…

• Review large volumes of employee documents and information stored across multiple systems, files, and locations
• Partners closely with the HRIS Specialist and Talent Operations Specialist to coordinate document organization and consolidation efforts, clarify filing requirements, resolve discrepancies, and ensure employee records are accurately maintained.
• Classifies electronic HR documents according to established document categories, naming conventions, and filing guidelines.
• Upload and attach documents to the appropriate employee profiles and folders within the HRIS, ensuring accurate placement and organization.
• Validate employee and document information prior to filing and identify duplicate, incomplete, incorrectly categorized, or missing records for resolution.
• Perform quality checks to confirm documents and information are associated with the correct employee and stored in the appropriate location.
• Maintain accurate tracking of documents processed and support project progress reporting, quality reviews, and reconciliation activities.
• Handle employee records and confidential information with discretion and in accordance with company policies, data privacy requirements, and HR recordkeeping practices.
• Assist with additional HRIS, data cleanup, data validation, and administrative projects as needed.

What we expect of you

The bold requirements…

• Associate degree. In lieu of a degree, equivalent relevant experience may be considered.
• 1+ years of experience with document management, records administration, data entry, HR operations, or similar administrative work.
• Strong attention to detail and ability to accurately review, classify, organize, and process a high volume of documents.
• Strong organizational and time-management skills with the ability to follow established processes and meet project deadlines.
• Ability to handle confidential and sensitive employee information with discretion.
• Proficiency with Microsoft Office applications and electronic file management systems.
• Bilingual fluency (English and Spanish).
• Excellent oral and written communication skills. 
• We are proud to offer a flexible hybrid work model which will require certain on-site work-days (Puerto Rico Location Only)
• This position requires availability to work in a specified time zone or working schedule, accommodating the business needs of our clients and team members.
• This position may require availability for on-call hours, including evenings, weekends, and holidays, to promptly address emergent issues or provide necessary support as dictated by operational demands (if applicable).

Nice to haves...
• Experience working with an HRIS, document management system, or other electronic records platform.
• Interest in or experience working with data, numbers, reporting, or analytics is a plus.
• Curiosity and willingness to learn HR systems, data processes, and related HRIS activities.

Physical Requirements
• Must be able to access and navigate each department at the organization’s facilities.
• Sedentary work that primarily involves sitting/standing.

At Abarca we value and celebrate diversity. Diversity, equity, inclusion, and belonging are guiding principles of Abarca and ensure Abarca’s workforce reflects the communities it serves. We are proud to provide equal employment opportunities to all employees and applicants for employment and prohibit discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, medical condition, genetic information, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.

Abarca Health LLC is an equal employment opportunity employer and participates in E-Verify. Abarca Health LLC does not sponsor employment visas at this time.

The above description is not intended to limit the scope of the job or to exclude other duties not mentioned. It is not a final set of specifications for the position. It’s simply meant to give readers an idea of what the role entails.