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Document Management Administrator I

3 months ago

Westlake Village, United States WARNER PACIFIC INSURANCE Full time
Job DescriptionJob Description The Document Management Administrator (“DMA”), working closely with Operations and the Carriers under minimal supervision, is responsible for maintaining the Company’s electronic document library. The DMA has an extensive knowledge of the Company’s policies, procedures, expectations, roles and responsibilities surrounding document management. The DMA is accountable for all content available through existing and future retrieval interfaces.

Overview of Responsibilities

  • Collect, vet and catalogue all relevant (as determined by Management) forms and documents from internal and external sources
  • Track updates and provide internal reports on a bi-weekly basis
  • Develop strong working relationships with carrier contacts to ensure inclusion on every distribution and update notification
  • Employ approved document naming conventions and content structure
  • Develop and document a system to continuously audit content for accuracy and completeness:
    1. Use a preemptive approach with carriers and internal staff
    2. Actively review internal content and seek out revised/new materials on carrier sites
    3. Identify subject matter experts and follow up directly as necessary
  • Work alongside the Company’s Business Analysts to identify and resolve gaps in current technologies and review/provide input on proposed Document Management System (DMS) projects
  • Use a variety of platforms to update and maintain content including but not limited to: FileHold, Inventory Admin and Kentico.
  • Consult with Department Leads and Sales Consultants to ensure alignment and receive/ incorporate feedback
  • Provide back up in other areas within the department/company as needed/requested
  • Other activities as assigned

Required Skills

  • Minimum of a High School Diploma; advanced education or degree preferred
  • Intermediate to advanced Microsoft Office and Adobe Acrobat skills
  • Strong critical thinking and problem-solving abilities
  • Strong multi-tasking and prioritization abilities
  • Experience coordinating across multiple departments
  • Detail-oriented with strong organizational skills
  • Exceptional written and verbal communication skills
  • Ability to read and interpret moderately complex documents
  • Strong grasp of spelling, grammar and punctuation
  • Self-directed and decisive
  • Ability to understand and demonstrate the use of computer systems, computer programs and office equipment as necessary, including ability to type a minimum of 45-50 wpm and proficiency in the use of a 10 key
  • Ability to work a minimum of 8 hours per day, Monday through Friday, generally with shift start times between 8:00-8:30 a.m., as determined by senior management
  • Ability to work overtime, holidays and weekends as requested by senior management
  • May require occasional in/out of state multi day travel
  • High level planning, organizing and time management skills

Preferred Qualifications:

  • Experience using FileHold or comparable Document Management System
  • Experience with DMS library administration
  • Experience in process improvement
  • Experience working in the health insurance industry
  • Experience in Project Management or equivalent experience using organizational skills

Expected Leadership Qualities

  • Treat all internal and external customers fairly and with respect and communicate with other employees consistently in a professional manner in order to encourage and achieve maximum performance results.
  • Lead by example and regularly review, understand, and comply with all policies and procedures, including those regarding punctuality, attendance, harassment and discrimination prevention
  • Embrace change with a positive attitude and motivate others in the department to do the same
  • Demonstrate consistent, outstanding judgment, honesty and integrity in all aspects of job performance
  • Continually evaluate work environment identifying areas where assistance is required and opportunities for process improvement exist
  • Maintain and foster positive, open communication channels with all affiliated internal service areas (including Sales Executives), Brokers and Carriers
  • Assist internal and external coworkers in skill/knowledge development
  • Complete assignments as assigned and on time, unless otherwise agreed to
  • Independently seek out additional work from current or other departments as time permits
  • Positively participate in other projects/activities as assigned
  • Ability to sit for long periods of time, life a minimum of 5 pounds, file, stand, bend, reach and pull

Compensation

  • Hourly Range*: $20.44 - $27.26 per hour
  • Actual compensation may vary from posting based on work experience, education and/or skill level.
  • * The hourly or salary range is the range Warner Pacific in good faith believes is the range of possible compensation for this role at the time of this posting. The Company may ultimately pay more or less than the posted range. This range may be modified in the future. No amount is considered to be wages or compensation until such amount is earned, vested, and determinable under the terms and conditions of the applicable policies and plans. The amount and availability of any bonus, commission, benefits, or any other form of compensation and benefits that are allocable to a particular employee remains in the Company's sole discretion unless and until paid and may be modified at the Company’s sole discretion, consistent with the law.
  • We offer a range of market-competitive benefits that include merit increases, paid holidays, Paid Time Off, medical, dental, vision, short and long term disability benefits, 401(k) + match, and life insurance.

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