Document Control Administrative Assistant

Job Summary

We’re looking for someone to keep our documents organized and easy to find. Day to day, you’ll scan and file paperwork and confirm that the version people are working from is the current one. You’ll log new documents as they come in, check them for missing signatures or dates, and pass them along to whoever needs to sign off. Some of it is paper. Most of it lives in shared folders. Expect a fair amount of back-and-forth with other departments, usually by email, since documents tend to stall when someone forgets to send them on. It’s a fast-paced environment during audit season, the rest of the year runs quieter. We’ll show you our numbering system, so you don’t need to walk in knowing it. The job rewards patience more than speed.

Responsibilities

• Logging incoming documents and assigning them file numbers.
• Scanning paper copies and saving them to the correct folder.
• Filing cabinet upkeep.
• Check documents for missing signatures, dates, or pages before they go out, and flag anything that looks wrong to your supervisor.
• Pulling records when someone asks for them.
• Updating the tracking spreadsheet as documents move through review, usually at the end of the day.
• Sending reminder emails to people who owe us paperwork.
• Ordering copy room supplies when they run low.

Qualifications

• You notice small things that other people skim past, like a date that doesn’t match or a page nobody signed.
• Keeping track of where things live comes naturally to you, whether that’s a paper file or a folder buried five levels deep on a shared drive.
• You’re comfortable working on a computer and willing to learn the programs we use.
• When someone needs a record right away, you can explain clearly where it stands and when they’ll have it.
• Deadlines don’t sneak up on you, and you generally know what has to go out today versus what can wait.
• Busy stretches don’t rattle you much.
• Treating coworkers well is something you do without being reminded, even the ones who hand you paperwork late.

Pay: $26.65 - $32.10 per hour

Benefits:

• 401(k)
• 403(b)
• Dental insurance
• Employee assistance program
• Employee discount
• Flexible schedule
• Flexible spending account
• Health insurance
• Paid parental leave
• Paid time off
• Professional development assistance
• Vision insurance

Education:

• High school or equivalent (Required)

Work Location: Remote