Document Management Assistant

Document Management Assistant — Job DescriptionQualification Requirements:

Must meet at least one of the following educational/experience requirements:

• Bachelor’s Degree in Business Administration, Office Administration, Information Management, Library Science, Records Management, Information Technology, or a related field.
• Associate Degree in Business Administration, Office Administration, Information Management, or a related field.
• Previous experience in document management, records administration, data entry, filing, clerical support, or general administrative assistance.
• Previous experience working in a school, church, nonprofit organization, educational institution, or office environment.
• Previous experience organizing electronic files, maintaining databases, processing documents, updating records, scanning paperwork, or managing administrative documentation.
• Strong organizational, administrative, computer, document processing, written communication, and time management skills preferred.

Ability to manage multiple responsibilities, maintain accurate and organized records, meet established deadlines, follow document handling procedures, and protect confidential information with discretion.

Regular attendee of a church and a baptized believer.

Sign a statement of agreement to Spencer Christian Church’s statement of faith.

Completed application from Spencer Christian School and résumé.

References: previous employer, personal, and minister/church leader.

Approved background check.

Salary:

Hourly pay ranging from $24.00–$30.00, depending on experience, qualifications, skills, and scheduled hours.

Responsibilities:

☐ Organize, maintain, and update electronic documents, digital records, administrative files, and other school-related documentation using approved systems and platforms.

☐ Receive, review, sort, categorize, and file documents according to established naming conventions, folder structures, and recordkeeping procedures.

☐ Maintain organized electronic filing systems to ensure documents can be located, retrieved, and shared efficiently by authorized personnel.

☐ Upload, scan, rename, convert, and organize documents in approved digital formats as needed.

☐ Review documents for completeness, accuracy, readability, and proper placement before filing or submitting them for further processing.

☐ Enter, update, and verify document information in spreadsheets, databases, document management systems, and other approved administrative platforms.

☐ Maintain accurate records of documents received, processed, updated, archived, transferred, or awaiting further action.

☐ Assist with preparing, formatting, proofreading, and organizing administrative documents, reports, forms, correspondence, policies, and school records.

☐ Identify duplicate files, incomplete records, outdated documents, and filing inconsistencies and report or correct them in accordance with established procedures.

☐ Follow up with authorized staff members to obtain missing information, clarify document details, and ensure outstanding documentation is completed within established deadlines.

☐ Support the organization and maintenance of student enrollment records, admissions documents, staff files, financial documentation, operational records, and other assigned school files.

☐ Ensure documents are stored in the appropriate locations and follow approved access permissions, retention schedules, and document control procedures.

☐ Assist with maintaining version control for policies, forms, procedures, templates, and other documents to help prevent the use of outdated or unauthorized versions.

☐ Retrieve and provide requested documents to authorized staff members promptly while following applicable confidentiality and access requirements.

☐ Maintain document tracking logs, checklists, indexes, and status reports to monitor processing progress and outstanding assignments.

☐ Assist with organizing historical records and archiving documents in accordance with school policies and approved retention requirements.

☐ Support the preparation and organization of digital files for internal reviews, administrative reporting, audits, and other authorized school activities.

☐ Use school-approved software, email accounts, word processing applications, spreadsheets, shared drives, and document management platforms to complete assigned responsibilities.

☐ Maintain professional communication with school administrators, teachers, of…