Document Control & Administrative Support Specialist

Document Management & Administrative Support Specialist

Position Overview

We are seeking a detail-oriented Document Management & Administrative Support Specialist to assist with document scanning, electronic filing, printing, and records management activities across multiple departments.

This temporary position will play an important role in ongoing document digitization and records retention initiatives while also supporting the production of job bags and employee name plates. The ideal candidate will have strong organizational skills, excellent attention to detail, and the ability to handle confidential information appropriately.

The position will also require learning specialized printing, plotter, and automated engraving equipment.

Key Responsibilities

Document Management & Records

• Scan, organize, index, and electronically file documents for multiple departments.
• Ensure scanned documents are accurately labeled, categorized, and stored.
• Maintain electronic records in accordance with established records retention procedures.
• Maintain document control and filing accuracy.
• Structure and organize electronic scanning, records, and files within a Windows environment.
• Handle boxes containing documents and archived records.
• Maintain confidentiality of sensitive, proprietary, and employee information.

Printing & Production Support

• Print and assemble job bags using plotter equipment.
• Create and print employee name plates using automated engraving equipment.
• Learn and operate specialized printing and engraving equipment.
• Support copying, scanning, printing, and related document-production activities.

Administrative & Clerical Support

• Provide general administrative and clerical support across multiple departments.
• Assist with copying, filing, printing, and other office-related responsibilities.
• Support special administrative and document-management projects as assigned.
• Maintain a clean, organized, and efficient work area.
• Manage multiple priorities while maintaining accuracy and meeting deadlines.
• Collaborate effectively with employees across multiple departments.

Confidentiality & Compliance

• Follow established procedures regarding confidential and proprietary information.
• Maintain appropriate security and confidentiality of employee and company records.
• Adhere to applicable business ethics and conduct standards.
• Sign and comply with a Non-Disclosure Agreement (NDA).

Required Qualifications

• High school diploma or equivalent.
• Strong computer proficiency.
• Proficiency with Microsoft Office, including:
  • Word
  • Excel
  • Access
  • PowerPoint
  • Outlook
• Experience using Windows-based systems for electronic scanning, records management, and file organization.
• Strong attention to detail and accuracy.
• Excellent organizational and time-management skills.
• Ability to work independently and manage multiple priorities.
• Professional written and verbal communication skills.
• Ability to quickly learn new software, systems, and equipment.
• Reliable attendance and punctuality.

Preferred Qualifications

• Previous experience in one or more of the following areas:
  • Document Management
  • Records Management
  • Document Control
  • Administrative Support
  • Clerical Support
  • Electronic Filing
  • Document Scanning
• Previous experience working with confidential or sensitive documentation.
• Experience with printing, plotter, scanning, or similar office equipment.

Physical Requirements

• Ability to lift and carry up to 25 pounds.
• Ability to handle boxes containing documents and archived records.
• Ability to stand, walk, bend, and move throughout the workday as required.

Work Environment

• Office and administrative work environment.
• Moderate noise level.
• Position requires interaction and collaboration with multiple departments.