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Document Management Supervisor

2 months ago

Oakland, California, United States FileBank Inc Full time
Job Title: Document Management Supervisor

We are seeking a highly organized and detail-oriented Document Management Supervisor to oversee the management of our company's controlled documents. As a key member of our team, you will be responsible for ensuring that all documents are accurate, up-to-date, and easily accessible to employees.

Key Responsibilities:
  • Update and control procedure documents and forms.
  • Create and manage document hierarchy and process systems.
  • Take charge of all document identification, classification, and filing.
  • Frequently conduct document audits confirming they are current and accurately reflect recorded evidence.
  • Ensure revised documents are accessible.
  • Assist with communication during external audits.
  • Conform to company enforced specifications and document control procedures.
  • Train document control clerks and delegate and oversee their tasks.
  • Train employees in the company's controlled document processes to ensure correct handling of documents from the ground up.
  • Oversee document through its entire lifecycle (inception to archival).
  • Check and edit incoming documents and prepare for distribution.
  • Create document filing and organizing systems that are both effective and efficient.
  • Ensure proper organization and security of documents (paper and electronic).
  • Log document requests and help retrieve documents as needed for employees.
  • Make available, notify and distribute documents to relevant recipients.
  • Confirm delivery of documents to proper personnel.
  • Collaborate and communicate with managers and project leaders.
Requirements and Qualifications:
  • Detail-oriented and meticulous work ethic.
  • Extremely organized and efficient.
  • Proven skill for creating and implementing controlled document processes.
  • Work well under pressure and have impressive stress management.
  • Strong oral and written communication skills.
  • Proclivity for catching errors and enacting appropriate changes.
  • Able to prioritize and delegate tasks.
  • Outstanding time-management.
  • Strong interpersonal skills.
  • Excellent analytical ability.
  • Archival experience.
  • 5+ years of relevant experience.
  • Proficient in SharePoint, ProArc and/or other document management software and web-based tools.
  • Skilled user of Adobe and Microsoft Suite.
  • Expert data organizer.
Benefits:
  • 401(k) matching
Schedule:
  • 8 hour shift
  • Monday to Friday
Supplemental Pay:
  • Bonus pay
Experience:
  • Microsoft Office: 1 year (Required)
  • Supervisor: 3 years (Required)

Work Location: In person