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Document Specialist

Job Overview

The Document Specialist is responsible for managing the documentation process for a company, ensuring that documents are properly profiled, stored, and secured. This includes creating and updating contracts, reports, presentations and other content, and filing them appropriately. The Document Specialist also helps maintain information in copliance with company policies and regulatory requirements. This position requires excellent organizational and time-management skills, as well as attention to detail and the ability to work independently under general supervision.

Organizational Impact

The organization impact of a Document Specialist can be significant. Some of the key impacts are:

1. Improved efficiency: A Document Specialist can help streamline document management processes, making it easier for employees to find and access the information they need. This can lead to improved productivity and efficiency across the organization.

2. Compliance: Many organizations are subject to regulatory requirements that dictate how documents must be managed and stored. A Document Specialist can help ensure that the organization is in compliance with these requirements, reducing the risk of fines or other penalties.

3. Cost savings: By optimizing document management processes, a Document Specialist can help reduce the costs associated with printing, storing, and managing documents. This can lead to significant cost savings for the organization.

4. Improved collaboration: A Document Specialist can help facilitate collaboration by making it easier for employees to share and access documents. This can lead to improved teamwork and better outcomes for the organization.

5. Risk management: Documents are often critical to the success of an organization, and losing or misplacing them can have serious consequences. A Document Specialist can help mitigate this risk by implementing processes and systems to ensure that documents are properly managed and stored.

Key Systems

- Microsoft Office Suite (Word, Excel, PowerPoint)

- Adobe Acrobat Pro

- Document Management Systems (such as SharePoint or Google Drive)

- Email and Communication Platforms (such as Outlook or Gmail)

- Scanning and Imaging Software (such as Adobe Scan or CamScanner)


Inputs

- Incoming documents from various sources (email, fax, mail, etc.)

- Requests for document revisions or updates from internal or external stakeholders

- Guidelines and standards for document formatting and organization

- Collaboration with other departments or teams to gather necessary information for document creation or updates

- Software and tools used for document creation and management (e.g. Microsoft Office, Adobe Acrobat, SharePoint)


Outputs

- Organized and formatted documents

- Proofread and edited documents for accuracy and clarity

- Created and maintained document templates

- Collaborated with team members to ensure consistency in document formatting and content

- Managed document version control and distribution


Activities

  • Acquire vendor invoices from the US Mail and invoices sent to the email designated for vendors to submit invoices
  • Scan acquired invoices and assign to the appropriate person for approval
  • Scan new documents upon request from internal sources or as necessary per specific instruction
  • Organize, scan and profile executed leases obtained from the A/R Department
  • File and organize paper documentation in corporate office and offsite storage
  • Upon request, locate and retrieve electronic or physical documents and prepare documents as requested
  • Pick up and deliver documents from external locations upon request
  • Deliver outgoing mail to post office per specific requests and instructions
  • Distribute incoming mail
  • Regular and punctual attendance is required

Recommended Items

  • Standard Operating Procedures (SOPs) for document management and control
  • Document templates for various types of documents (e.g. reports, presentations, proposals)
  • Quality control checklists for reviewing and approving documents
  • Training materials for document management software and tools
  • Document retention policies and guidelines

Content Examples

  • User manuals
  • Technical specifications
  • Training materials
  • Standard operating procedures
  • Release notes

Sample Event-Driven Tasks

- Upon receipt of a new document, review it for accuracy and completeness before filing it in the appropriate location.

- When a document is requested by a colleague or client, locate it in the system and provide a copy in a timely manner.

- If a document is found to be outdated or incorrect, update it and ensure that all copies are replaced with the new version.

- When a document is due for review or renewal, schedule the necessary actions and follow up to ensure that it is completed on time.

- In the event of a data breach or other security incident, work with the appropriate parties to identify and mitigate any potential risks to sensitive information.


Sample Scheduled Tasks

- Review and update document templates every quarter

- Conduct a monthly audit of document management system to ensure accuracy and completeness

- Schedule and facilitate monthly document review meetings with stakeholders

- Perform a weekly backup of all electronic documents and files

- Conduct a bi-annual purge of outdated or irrelevant documents from the system


Sample Infill Tasks

- Formatting and styling documents according to company standards

- Proofreading and editing documents for grammar and spelling errors

- Creating and maintaining document templates for various departments

- Converting documents to different file formats as needed

- Organizing and archiving documents in a digital filing system


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