Summary/Objective 
The Document Management Specialist is responsible for managing company files, folders, record databases and imaging processes in smooth and efficient manner. This position retrieves, sorts, and files all information. The Document Management Specialist will assist in file transfers between offsite record holders and ACA. He/she is accountable for answering all queries about business records.

Essential Functions
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
•File company records in alphabetical or numerical order or according to the filing system procedure.
•Retrieves, sorts, and files all information.
•Locate and remove material from file when requested.
•Understand and support company/departmental goals, objectives, policies & procedures
•Be professional and courteous to all internal and external customers
•Maintain confidentiality and integrity of file room contents
•Assist Team Leader with day to day operational requirements
•File materials into storage receptacles, such as file cabinets, boxes, bins, or drawers, according to classification information and in accordance with procedure
•Enter document identification codes into systems in order to determine locations of documents to be retrieved
•Find and retrieve information from files in response to requests from authorized users
•Scan or read incoming materials in order to determine how and where they should be classified or filed
•Place new material to file records and create new records as necessary
•Assign and record identification numbers or codes in order to index materials for filing
•Keep records of materials filed or removed, using logbooks or computers
•Answer basic questions about records and files
•Perform periodic inspections of materials or files in order to ensure correct placement, legibility, and proper condition
•Eliminate outdated or unnecessary materials, destroying them or transferring them to inactive storage according to retention policy set by company
•Ensure file safety and inventory control
•Review files for completeness and compliance
•Manage file exceptions with appropriate operational department
•Release files within timely manner
•Prepare and distribute data reports detailing collateral file activity
•Plans, organizes, and prioritizes daily work load
•Receives, prepares, scans, and indexes files in accordance with policy and procedure
•Communicates problems effectively and promptly to manager
•Provides input into the development/revision of processes and procedures
•Sort or classify information according to guidelines such as content, purpose, user criteria, or chronological, alphabetical, or numerical order
•Perform general office duties such as typing, operating machines, & supply management
•Gather materials to be filed from departments and employees
•Assist other office workers as directed
•Other tasks as assigned

Qualifications
•High School Diploma or GED
•Office experience a plus, 2 years preferred
•Core administrative skills: Filing, Phone, Copier, Fax, Scanner, Mail, etc.
•Computer literate at an intermediate level; familiarity with Microsoft Office products
•Ability to prioritize and manage multiple projects
•Detail oriented and able to work at a steady pace without sacrificing quality
•Think objectively and make sound judgments
•Flexibility to work independently or in a group environment
•Positive attitude towards employees and customers alike
•Ability to communicate clearly and concisely to individuals from various backgrounds
•Must be able to stand on your feet most of the day
•Must be able to lift 10 - 20 pounds and move files as required

Supervisory Responsibility
This position has no supervisory responsibilities.

Work Environment and Physical Demands
This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. This position requires lifting up to 20 pounds and extended periods of sitting and standing.

Position Type/Expected Hours of Work
This is a full-time position. Days and hours of work are Monday through Friday 8 a.m. to 5 p.m. or 9 a.m. to 6 p.m. with the possibility of weekends.

Travel
No travel is expected for this position.

EEO Statement 
ACA provides equal employment opportunities (EEO) to all applicants for employment without regard to race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, disability, genetic information, marital status, amnesty, or status as a covered veteran in accordance with applicable federal, state and local laws. ACA complies with applicable state and local laws governing non-discrimination in employment in every location in which the company has facilities.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.