Document Control Specialist

Clerical & Administrative
in Jacksonville
, FL
Reference: 19-04313


The Document Control Specialist is responsible for processing routine HR transactions including but not limited to the receipt, data entry, scanning, and indexing of documents. This position follows established procedures and escalates transactions to the Document Management Supervisor, as necessary, to address customer needs sufficiently and meet established performance metrics.  In addition, the Document Control Specialist assists contact center operations, such as call support and verification of employment when volume and service levels cannot be supported by existing contact center staff.

Principal Duties and Job Responsibilities:

  • Scan, index, and classify employee documentation utilizing imaging software for retention in electronic employee files
  • Receive and process incoming inter-office and postal mail (removes mail from envelopes, date stamps, reviews contents, and identifies appropriate area for processing)
  • Assemble and distribute outgoing mail utilizing standard procedures
  • Follow case management standards in the case management tool to maintain appropriate documentation of actions and escalate cases to appropriate functional team or supervisor for assistance when needed
  • Assist in training HRSS team members and facility staff on document management and operational standards
  • Serve as subject matter expert and resource on document management to HRSS functional teams, facilities, and staff
  • Establish and maintain relationships with facility local HR staff and HRSS teams
  • Support answering of phone and email-based human resources, payroll, and benefits inquiries from employees; apply documented procedures, policies, knowledge database, and other reference materials to assist in answering employee inquiries
  • Assist in completing verification of employment requests from employees and approved vendors
  • Assist in documenting processes and procedures by creating SOPs; supporting a document library, and compiling necessary data to support procedures

Knowledge and Skills Required:

  • Web navigational and computer skills
  • Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)
  • Ability to work in a fast-paced environment and easily adapt to fluctuating workloads and customer needs
  • Superior written and verbal communication skills
  • Skilled in providing quality customer service, including the ability to listen and understand information being presented, as well as the ability to deescalate issues and resolve complaints
  • Ability to collaborate and work with a diverse group of people to meet goals and objectives
  • Strong organizational skills, including the ability to prioritize and manage multiple projects while adhering to service-level agreements and other tight deadlines

Knowledge and Skills Preferred:

  • Knowledge of Human Capital Management (HCM) system, especially PeopleSoft
  • Knowledge of electronic records management
    • Proficiency in Microsoft Office Suite

Education and Experience Required:

  • Associates degree or equivalent work experience in a Human Resources team environment
  • Minimum of one year of experience in a Human Resources team environment

Education and Experience Preferred:

  • Experience in a shared services model supporting a large employer

Licensure, Certification or Registration Preferred:

  • Applicable certification preferred, such as PHR, SHRM-CP, or other industry-specific certification

Required Competencies: 

  • Achieves Results: Reflect a drive to achieve and outperform, continuously looking for improvements, and accept responsibility for actions and results
  • Communication Skills: Exhibit excellent oral and written communication skills
  • Develops Self: Understand own strengths and development needs, learn from experience, and own personal development
  • Problem Solving: Identify and solve problems using data collection methods, analysis, experience, and judgment
  • Service Orientation: Listen to and understand the customer, anticipate customer needs, and give high priority to customer satisfaction
  • Subject Matter Expertise: Possess deep knowledge and specialized skill set pertaining to the job function
  • Teams with Others: Create an environment that values individual perspectives while driving towards common goals; assist teammates as necessary