Document Management Associate
About The Position
The Document Management Associate supports the administration of the document management system (DMS) and coordinates document workflows to ensure required reviews and approvals are completed by designated stakeholders and that documents are maintained in accordance with established standards. The role partners with internal stakeholders to maintain organized records, support compliance efforts, and contribute to consistent content practices. At GreenState, our purpose is to create lasting value for our members, our communities, and one another. We empower our teams to create opportunities that strengthen financial well-being, transform lives, and enhance the vitality of the communities we serve. We know our success—now and in the future—is deeply rooted in fostering an engaging, diverse, and inclusive workplace where everyone knows they matter, their work makes an impact, and their everyday commitment to living our values is what brings our mission to life.
Requirements
- High School Diploma or GED
- 2-4 years of relevant experience
- Experience working with document management systems (DMS) or similar content management platforms.
- Working knowledge of document control practices, including version control and record retention.
- Ability to coordinate document workflows and collaborate effectively with cross-functional stakeholders.
- Strong attention to detail with demonstrated organizational and problem-solving skills.
- Effective written and verbal communication skills.
- Experience supporting audit, compliance, or documentation processes.
- Ability to apply established document standards, metadata requirements, and workflow procedures.
- Ability to identify issues and recommend process improvements.
Responsibilities
- Assist with administration of the organization’s document management system (DMS), ensuring system integrity, availability, and role-based access controls.
- Monitor document workflow queues and help advance documents through defined review and approval stages.
- Assist with document lifecycle activities, including intake, review, approval, publication, revision control, and archival.
- Ensure only current, approved versions of documents are accessible and obsolete content is appropriately retired.
- Coordinate cross-functional review and approval processes with business stakeholders.
- Act as a point of contact for coordinating document routing, status visibility, and process related inquiries.
- Partner with business owners to ensure timely completion of document reviews and approvals.
- Provide guidance and support on document standards, submission requirements, and workflow processes.
- Maintain accurate audit trails and documentation to support compliance and record retention requirements.
- Support internal and external audits by preparing documentation and ensuring traceability of document activity and approvals.
- Track and provide updates on document status, turnaround times, and workflow bottlenecks.
- Identify, troubleshoot, and escalate process issues, and escalate complex issues, delays, or exceptions within the document lifecycle.
- Support enterprise content governance practices, ensuring consistency, accuracy, and accountability across content.
- Partner with stakeholders to execute ongoing review and audit processes.
- Partner with stakeholders to execute ongoing document and content reviews, audits, remediation efforts, and periodic refresh activities to ensure information remains accurate, relevant, and accessible.
- Follow and reinforce document control standards, including naming conventions, metadata, version control, and classification.
- Identify and suggest process improvements to enhance workflow efficiency, accuracy, and compliance.
- Escalate system issues and enhancement opportunities to system owners or IT partners as appropriate.
- Perform other duties and special projects as assigned.
Benefits
- progressive benefits package
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
