Document Control Specialist

Position Function:

The Document Control Specialist is responsible for the daily preparation, quality control, validation and storage of client documents. The Document Control Specialist ensures all records are processed in accordance with approved guidelines. In addition, Document Control Specialists are responsible for communicating all issues that impact the quality or timely completion of the production process to the Supervisor.

Educational Requirements:

High School Diploma or GED required. Bachelor’s degree preferred.

Experience Requirements:

A minimum of six months of experience working in data entry and/or related experience with some knowledge of the regulations that guide residential services is required.

Functional Requirements:

Document Control Specialists must be able to communicate (both written and oral) clearly, proactively and concisely with all key stakeholders, manage their time by organizing and completing work within given deadlines, and make critical decisions while following company policies, guidelines, and procedures. Document Control Specialists must also be able to adapt to change in environment and/or circumstances with a positive outlook and adjusting effectively to work within new work structures, processes, requirements, and/or cultures. Furthermore, must be able to independently take prompt proactive steps towards problem resolution and able to pay attention to details in order to perform work accurately and thoroughly

Working Conditions:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.

Exposure to Confidential Information:

The Data Entry Specialist will have access to confidential records including youth’s files, foster care/adoption records, and foster/adopt parent information. Must maintain confidentiality and follow policies related to personnel records and client records.

Key Expectations/Responsibilities:

Planning

• Participates in meetings as required/assigned.

Implementation

• Receive and process document sent by internal and external sources.
• Accurately prepare documents for storage.
• Verify data/documents received meet pre-defined OCOK standards
• Receives and enters documents into both systems internal to OCOK as well as external systems.
• Collects data, establishes facts and draws valid conclusions. Ability to interpret an extensive variety of technical instructions in and deal with abstract and concrete variables.
• Assists OCOK management staff with data entry as assigned/required.
• Responsible for accurate entry of all required program information adhering to strict deadlines.
• Responsible for accurately meeting all deadlines on existing and future reports.
• Assists in research, assimilation, and processing of special projects.
• Works with other departments to ensure accuracy of data.
• Attends required trainings or meetings to assist in promoting efficiency and timeliness of data collection and reporting.
• Ensures accurate and up-to-date data is entered in the required system(s).
• Ensures contract outcome measures are met with emphasis on the data entry and collection of information.
• Refrains from assuming any duty that is unrelated to and/or interferes with the responsibilities of the position.
• Advocates, promotes and practices cultural sensitivity and responsiveness in all day-to-day interactions.
• Develops, promotes and practices teamwork in all activities.
• Completes other duties as assigned.

Training

• Attends relevant in-service training offered at ACH and/or OCOK to expand knowledge of the position.
• Attends mandatory trainings such as, but not limited to, Emergency Behavior Intervention (SAMA), CPR and First Aid, Psychotropic Medications and Trauma-Informed Care training.
• Communicates regularly with supervisor and seek supervision when appropriate.
• Learns, understands, and supports the agency mission, purpose and function.
• Understands the job description in relation to other agency positions.
• Continues to work to improve skills needed for position held.

The above noted job description is not intended to describe, in detail, the multitude of tasks that may be assigned but rather to give the employee a general sense of the responsibilities and expectations of his/her position. As the nature of business demands change so, too, may the essential functions of this position.