Document Operations Specialist

Our associates celebrate lives. We celebrate our associates.

JOB RESPONSIBILITIES 

Document Management & Processing

• Scan, copy, and digitize high volumes of documents with accuracy and efficiency
• Sort, organize, and maintain both physical and digital records in accordance with company standards
• Ensure documents are properly indexed, labeled, and stored for easy retrieval

Quality Assurance (QA) & Compliance

• Perform quality checks on scanned documents to ensure clarity, completeness, and accuracy
• Review submissions for adherence to established standards and procedures
• Identify and correct errors before documents are finalized or uploaded

Technical Troubleshooting

• Troubleshoot failed or incomplete scanned submissions and resolve issues in a timely manner
• Identify root causes of recurring scanning or system errors and recommend improvements
• Support users with basic technical issues related to scanning systems, file management, and document uploads

Data Entry & Systems Support

• Accurately input and validate data from physical documents into digital systems
• Utilize tools such as Microsoft Excel and document management systems to track progress and maintain records

Field Support & Training (Up to 30% Travel)

• Travel to various locations to obtain training on location specific documents
• Observe workflows on-site and provide feedback to improve efficiency and consistency i.e tagging rules
• This is not intended to be an all-inclusive list of the essential functions or duties related to this job

MINIMUM REQUIREMENTS

Education

• High school diploma or equivalent; additional administrative training is a plus

Certification/License

• Valid state driver’s license in good standing

Experience

• Proven experience in an administrative or clerical role

Knowledge, Skills and Abilities

• Proficient with Microsoft Office Suite (Word, Excel, Outlook) and office equipment
• Ability to handle confidential information with discretion
• Effective communication and time management skills
• Tech-savvy with the ability to quickly learn new systems and troubleshoot basic issues
• Ability to travel as needed

WORK CONDITIONS                                                                  

Work Environment

• Work indoors during all seasons and weather conditions
• Local and/or multiple location traveling required
• Comply with Corporate dress code policy

Work Postures

• Sitting continuously for many hours per day, up to 6 hours per day
• Climbing stairs to access buildings frequently

Physical Demands

• Physical effort requiring manual dexterity is required, includes paperwork, calculators, computers and phone usage
• Lifting, pushing, pulling up to 10 pounds

Work Hours

• Working beyond “standard” hours as the need arises
• Travel up to 30%