Document Management Assistant

The Document Management Assistant is responsible for converting physical documents into digital format and organizing them within SharePoint to ensure secure, accurate, and efficient document management. This role supports the organization’s records management processes by maintaining document integrity, and ensuring files are easily accessible to authorized users. Demonstrates a commitment and supports a culture of diversity, equity, and inclusion. 

• Scan physical documents and convert them into digital PDF files. 
• Upload, organize, and maintain documents within SharePoint libraries and folders according to established naming conventions and filing structures. 
• Verify scanned files for clarity, completeness, and accuracy before uploading. 
• Maintain confidentiality and handle sensitive or proprietary documents securely. 
• Perform quality checks to ensure documents are indexed correctly and stored in the appropriate locations. 
• Assist with document retention, archiving, and disposal processes in accordance with records management policies. 
• Troubleshoot basic scanning equipment issues and coordinate with IT when necessary. 
• Perform other duties as assigned or required. 

Preferred Skills and Experience:

• Familiarity with document scanning equipment and digital file management. 
• Strong attention to detail and organizational skills. 
• Basic knowledge of Microsoft Office applications. 
• Ability to manage large volumes of documents while maintaining accuracy. 
• Strong time management and ability to meet deadlines.