Job Description
Job Summary:
Reporting to the System Analyst Manager, The Document Support Specialist plays a critical role in ensuring the accurate and efficient ingestion of digital and physical documents into enterprise systems. This position is responsible for managing file movement, providing visibility and tracking of document ingestion, validating data integrity, and supporting automation tools that streamline document processing. The ideal candidate is detail-oriented, tech-savvy, and thrives in a fast-paced, data-driven environment.
Essential Duties and Responsibilities:
This list of duties and responsibilities is not all inclusive and may be expanded to include other duties and responsibilities as management may deem necessary.
- Import, index, and validate documents into content management systems (e.g., SharePoint, Documentum, or proprietary platforms).
- Ensure accurate metadata tagging and classification of documents according to company standards.
- Monitor and troubleshoot document ingestion pipelines, resolving errors and escalating issues as needed.
- Collaborate with IT and business teams to improve document intake processes and reduce manual intervention.
- Maintain documentation of import procedures, naming conventions, and compliance protocols.
- Assist in regular audits to ensure data accuracy, completeness, and adherence to client, firm and/or regulatory requirements.
- Assist in the development of quality control checklists and validation scripts.
- Support internal and external audits by providing documentation and system access as required.
- Assist in testing of new software, software updates, and media intake protocol.
Required Skills/Abilities:
The individual must be a nimble learner, strong decision maker and possess excellent communication skills. Problem-solving and adaptability are key skills. Being detail oriented and organized are necessary strengths.
Education and Experience:
- High School Diploma or equivalent
- Familiarity with Word, Excel and SharePoint.
- Prior experience with collection management system (CLS) and/or Cogent preferred
Physical Requirements:
- Prolonged periods of sitting at a desk and working on a computer.
- Frequently required to talk or hear, and use hand to type, handle, or touch objects.
- Regularly required to stand and walk, and may be required to stoop, bend, or reach above the shoulders.
- Must be able to occasionally lift up to 25 pounds at times.
- Must be able to access and navigate each department at the organization’s facilities
Work Environment:
The position is an in office position.
Schedule:
Regular business hours will range between hours of 7:00am – 7:00pm CST, Monday through Friday.