Journeyman Document Management Specialist

1 week ago

Sterling Heights, Michigan, United States Insignia Technology Services Full time
"Company Introduction 9th Way Insignia is a service-disabled, veteran-owned small business bringing transformative technology to our government customers so they can achieve their missions. Our specialties include cybersecurity, cloud modernization, software development, data analytics, enterprise architecture, enterprise IT, analytics and artificial intelligence. Learn more about 9th Way Insignia at

Team (Project)


Introduction 9th Way Insignia Technology is looking for a Journeyman Document Management Specialist to join our team to assist in providing Information Technology Program Management and technical support (i.e., development, operations and maintenance) to the Department of Veterans Affairs, Benefits and Memorial Services (BAM) Portfolio.

BAM provides high quality, effective, and efficient Information Technology (IT) services to those responsible for providing care to the Veterans at the point-of-care as well as throughout all points of the Veterans' health care in an effective, timely and compassionate manner.

VA depends on Information Management/Information Technology (IM/IT) systems to meet mission goals, and deliver world-class, innovative systems that ensure reliable, secure, and seamless delivery of benefits and services directly to Veterans and their families.

The BAM serves the Veterans Benefits Administration, the Board of Veterans Appeals, and the National Cemetery Administration to develop and manag Functional Job (LCAT) Information:

A Journeyman Document Management Specialist implements and administers enterprise-wide document management systems and related procedures that allow organizations to capture, store, retrieve, share, and destroy electronic records and documents.

Professional Level Information A Journeyman Document Management Specialist aligns within 9th Way Insignia as a Level 2 Consultant. A Level 2 Consultant completes tasks and projects of moderate scope and complexity.

A Consultant exercises best judgement and problem-solving skills within defined guidelines and practices to determine appropriate action to execute assignments.

As a consultant, you may provide guidance and assistance to entry-level professionals and support other employees and customers.

Responsibilities:

Document Organization:
Develop and implement systems for organizing, categorizing, and indexing digital and physical documents for easy retrieval and access.

Document Lifecycle Management:

Manage the entire lifecycle of documents, from creation and revision to storage, archiving, and disposal in accordance with retention policies.


Document Security:

Ensure the security and confidentiality of sensitive documents through access control, encryption, and compliance with data protection regulations (e.g., GDPR, HIPAA).


Version Control:
Implement version control mechanisms to track document revisions, maintain document integrity, and prevent unauthorized changes.

Document Capture:
Oversee the capture and digitization of physical documents, ensuring accuracy and completeness during the conversion process.

Document Collaboration:
Facilitate collaboration by providing tools and systems for document sharing, review, and approval among team members and stakeholders.

Training and Support:
Provide training and support to employees on document management tools, best practices, and compliance requirements.

Quality Assurance:

Perform regular audits and quality checks on document management processes to identify areas for improvement and ensure accuracy and compliance.


Vendor Management:
Coordinate with document management system vendors and service providers to troubleshoot issues, implement upgrades, and optimize system performance.

Documentation and Reporting:
Maintain accurate documentation of document management processes, procedures, and policies. Generate reports on document usage, storage trends, and compliance metrics s needed.

Requirements:
Bachelor's degree in Information Management, Library Science, Business Administration, or related field (or equivalent work experience).

Proven experience in document management, records management, or information governance.

Familiarity with document management systems (DMS) such as SharePoint, OpenText, Documentum, or similar platforms.

Knowledge of document retention policies, regulatory requirements, and best practices for document security and confidentiality.

Strong organizational skills and attention to detail to ensure accurate document classification, indexing, and storage.

Excellent communication and collaboration skills to work effectively with cross-functional teams and stakeholders.

Ability to analyze processes, identify inefficiencies, and implement improvements in document management workflows.

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