Document Specialist
3 weeks ago
Type of Position: Contract-Fulltime
Schedule: 8:00am-5:00pm M-F
Pay: $18.00-$20.00/hour
Location: Houston, TX 77034
Overview:
We are seeking a detail-oriented and organized individual to join a growing Land/Property Development company near Ellington Field as a Document Specialist. As a Document Specialist, you will be responsible for managing and maintaining records in accordance with archival standards and compliance requirements, and will report to the COO. This plays an important role in ensuring the accuracy and accessibility of the compan's records.
- Manage physical and electronic records, ensuring proper organization, storage, and retrieval.
- Conduct archival processing, including sorting, cataloging, and indexing records.
- Digitize records to facilitate easy access and preservation.
- Utilize document management systems to track and update records.
- Apply metadata to records for efficient search and retrieval.
- Ensure compliance with archival standards and regulations.
- Assist with information management initiatives, including record retention and disposal.
- Collaborate with cross-functional teams to provide support and guidance on records management best practices.
- Provide training to staff on proper record keeping procedures.
- Maintain confidentiality and security of sensitive information.
- Develop location policies and procedures and a continuity plan to ensure processes are interrupted in the event of a natural disaster or loss of technology.
- Must have a valid Driver's License.
- Proficiency in the use of Microsoft Office Suite
- Excellent written and verbal communication skills.
- Ability to recognize conflicting data prior to data entry.
- Ability to use imaging software and equipment.
- Manage physical boxes, files, and shelving units.
- Identify and locate records and information using available technology.
- Ability to adapt when emergency or short turnaround projects arise is needed.
- Strong written and oral communication skills.
Work Environment :
- The job is performed in a professional office environment.
- The role effective and efficient utilizes office equipment.
- Must be able to lift, carry, and push a minimum of 40 pounds.
- May transport documents to postal service or deliver documents to other locations.
Requirements
Associate Degree or higher from an accredited institution (Required).
Two years of previous experience in archives management, records management and/or processing public records requests.
Familiarity with archival processing techniques and practices.
Prior administrative or clerical experience.Strong organizational skills with the ability to manage multiple tasks simultaneously.
Proficiency in using document management systems.
Knowledge of metadata standards and best practices.
Understanding of compliance management principles.
Excellent attention to detail and accuracy in record-keeping.
Strong written and verbal communication skills.
Requirements
Job brief We are looking for a Documentation Specialist to join our team and lead the long-term storage strategy and organization of our organization’s documents for easy access for our various departments and teams. Documentation Specialist responsibilities include working with colleagues to ensure the consistency of documents, training employees on document usage, and organizing documents across the organization. Ultimately, you will work with team members across the organization to ensure our organization’s documents are organized and easily accessible. Responsibilities Outline a long-term storage strategy Adhere to regulatory requirements Work with colleagues to ensure consistency of documentation practice across the company Train employees on efficient documentation usage Assist with both internal and external audits Ensure documentation integrity Control access to documents Requirements and skills Proven work experience as a Documentation Specialist or similar role Outstanding organizational skills Multitasking ability Attention to detail Excellent written and verbal communication Relevant training and/or certifications as a Documentation Specialist
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