The Document Control Specialist will be responsible for storing, updating, managing, and tracking records and documents for the Division of Behavioral Health (DBH). This position will work closely with colleagues across all DBH programs. This position will be accountable for the process and operations of document control. This position is located in Jefferson City, Missouri and directly reports to the Director of Quality and Compliance.

Job duties:

• Participate in the implementation, development, coordination, and maintenance of documents and records including but not limited to service catalogs, policy manuals, state regulations, state plan amendments, contracts, reports, memos/bulletins, and other documents.
  • Develop, create, and maintain a document update process to include but not limited to the above.
  • Communication with DMH Staff including but not limited to Regional Staff, Fiscal, Contracts, Policy, Research, Prevention, community stakeholders, etc.
• Collect, store, and disseminate program-specific records and documents.
  • DMH Intranet, DMH Internet, SharePoint
• Maintain Distribution Lists for mass communications regarding document control.
  • Share as needed
• Monitor updates and provide direction as needed in process improvement, and dissemination of records and documents.
  • Create templates as needed to standardize processes
  • Communicate any changes in these processes
  • Verify completeness and accuracy of stored documentation, as well as appropriate file formatting.
• Conduct or oversee all document control trainings and presentations; and provide technical assistance as needed.
  • Train and assist team members in the document management process.
• Plan and facilitate meetings between DBH program staff to update records and documents.
• Actively participate in collaborative workgroups as needed.
• Meet with other supervisory staff to discuss and take action to manage workflow.
• Update job knowledge by participating in educational opportunities.
• Develop procedures for maintaining current and archived records and documents.
• Lead the effort to innovate communication through identified efficiencies and platforms.
• Oversee centralized library of records and documents, ensuring secure processes and access.
• Clear understanding of document storage and other requirements while ensuring those requirements are met.
  • Examples: approved State Plan Amendments need to be on website, records maintained for certain number of years etc.
  • Respond to requests for documents and distribute them as needed in a timely manner.

Required skills:

This position requires professional oral and written communication skills. Applicants must be well organized and able to successfully manage numerous work priorities. Exercise independent judgement and initiative in accomplishing assigned objectives.

Eligibility:

A successful candidate should have a bachelor’s degree and/or relevant experience.