document management specialist

ALLETE

<div><div><div><div><div>Employment Type:
</div><div><b>ALLETE - Non-Union</b></div>
</div><div><div>FLSA Status:
</div><div><b>Non-Exempt: Hourly, eligible for over time</b></div>
</div>
</div></div><div><p><b>ALLETE is headquartered in Duluth, Minnesota, on beautiful Lake Superior, and has operations throughout the United States. We invest in energy-centric businesses and transmission infrastructure. Our companies include clean-energy producers and developers, and regulated utilities that already deliver more than 50% renewable energy. Each of our businesses&mdash;Minnesota Power; Superior Water, Light &amp; Power; ALLETE Clean Energy; New Energy Equity; ALLETE Renewable Resources; and BNI Energy&mdash;plays a unique and significant role in ALLETE&rsquo;s sustainability-in-action strategy. Our culture drives excellence through our shared values of integrity, safety, people, and the planet.</b></p><div>
The Document Management Specialist &ndash; Regulatory supports the Regulatory Department. The person in this position is responsible for preparing, processing, and serving a high volume of regulatory documents with a high degree of accuracy and timeliness. This role focuses on end-to-end document preparation and management, including formatting, handling and redacting of confidential Trade Secret information, proofreading, assembling, tracking, following up on issues and coordinating delivery/filing of documents with regulatory bodies and other external parties.</div><div>
The position provides support for compliance tracking by maintaining and updating compliance calendars and tracking systems for regulatory deadlines, filing dates and response dates as well as performing accurate data entry, running routine reports, monitoring records for completeness, flagging potential issues related to these tasks for review by filing leads or compliance leadership. Supports the onboarding and ongoing use of the AssurX compliance tracking system by learning core functionality, assisting with implementation activities, serving as a first‑line &ldquo;super user&rdquo; for the Regulatory Compliance team, and performing routine data entry, report generation, and user support under the direction of compliance leadership.</div><div>
The Document Management Specialist preserves the integrity and confidentiality of Company information and requires advanced proficiency with Microsoft Office (Word, Excel, Outlook, PowerPoint) and PDF tools (e.g., Adobe Acrobat, Adobe Pro etc.).</div><div>
The position requires a detail-oriented, process- driven individual who can identify and assist- with efficiencies in document workflows and manage competing deadlines. It requires a high level of initiative, professionalism, and technical skill in handling complex, time sensitive compliance documentation and other administrative duties as assigned.</div><div>
</div><div><b>
RESPONSIBILITIES:</b></div><div>
</div><div><b>
Document Preparation &amp; Processing:</b></div><ul><li>
Prepare, format, proofread, and assemble high‑volume documents and complete filing packages, ensuring accuracy, internal consistency, and alignment with required standards and instructions.</li><li>
Prepare documents for electronic or hard‑copy submission, ensuring correct metadata, formatting elements, and file‑naming conventions are applied to support accurate and timely distribution.</li><li>
Maintain document version control and execution processes, ensuring current, approved documents are clearly identified, properly stored.</li></ul><p><b>
Filing, Service, and Tracking:</b></p><ul><li>
File, distribute, and document submissions to internal and external parties using electronic filing systems, mail, courier, or personal service, maintaining proof‑of‑service records, and storing organized documentation for audit and compliance needs.</li><li>
Maintain and update compliance calendars, logs, and tracking systems through accurate data entry, monitoring records for completeness and consistency, performing basic quality checks, generating routine and ad hoc reports, and escalating discrepancies or emerging issues.</li><li>
Support compliance and document management systems (e.g., SharePoint, AssurX), ensuring documents are uploaded, indexed, linked, and properly maintained; generate reminders and notifications; and assist with user access, permissions, and user list maintenance.</li><li>
Track and log system‑related issues, assist with routine data cleanup, and contribute to audits and examinations ensuring accurate data exports, complete evidence packages, and maintained audit trails.</li><li>
Identify recurring issues in document workflows and recommend practical improvements to templates, processes, or procedures.</li></ul><p><b>
Process Improvement &amp; Efficiency:</b></p><ul><li>
Support improvements to document workflows by identifying routine issues in day‑to‑day preparation and filing processes and sharing suggestions for standardization or efficiency with senior staff.</li><li>
Maintain and update document tools such as templates, checklists, naming conventions, folder structures, and simple SOPs used for recurring document types and workflows.</li><li>
Assist with enhancements to document management practices by helping refine tools, structures, and procedures that improve accessibility, consistency, and reduce errors.</li></ul><div><b>
Document Management &amp; Recordkeeping:</b></div><div>
</div><ul><li>
Maintain organized electronic and physical records by storing documents in the correct repositories with proper indexing, access controls, and retention classifications in accordance with Company policies.</li><li>
Support audits, examinations, and internal reviews through timely retrieval, compilation, and preparation of requested documentation.</li></ul><div><b>
Collaboration &amp; Communication:</b></div><div>
</div><ul><li><div>
Coordinate effectively with internal teams and external stakeholders to gather information, clarify requirements, communicate document and/or filing needs, and provide clear, professional status updates.</div></li><li><div>
Demonstrate sound judgment in managing workload and resolving issues while appropriately escalating questions, ambiguities, or concerns to senior staff and/or leadership.</div></li></ul><div><b>
Skills and Competencies:</b></div><div>
</div><ul><li>
Strong attention to detail with excellent spelling, grammar, and proofreading skills.</li><li>
Demonstrated ability to manage a high volume of time‑sensitive work with competing deadlines.</li><li>
Strong organizational skills, including file management, version control, and recordkeeping.</li><li>
Ability to quickly learn and apply agency‑specific filing rules, technical requirements, and procedures.</li><li>
Proven ability to work independently with limited supervision while maintaining high quality and accountability.</li><li>
Strong analytical and process‑improvement mindset; able to document workflows and propose practical enhancements to senior staff.</li><li>
Professional written and verbal communication skills, including the ability to interact effectively with staff at all levels and with external parties.</li><li>
Comfort with basic data quality checks, running standard reports, and following SOPs in a compliance tracking system.</li><li>
Comfort running standard reports, performing data quality checks, following SOPs, and providing first‑line user support under the direction of a filing lead or compliance leadership.</li></ul><div><b>
Behavioral Attributes:</b></div><div>
</div><ul><li>
High level of ownership, initiative, and follow‑through.</li><li>
Process‑oriented and disciplined, with a focus on consistency and repeatability.</li><li>
Comfortable working in a deadline‑driven, compliance‑focused environment.</li><li>
Trustworthy with confidential and sensitive information.</li><li>
Continuous improvement mindset, open to feedback and change.</li></ul><div><b>
REQUIRED EDUCATION:</b></div><ul><li>
High School Diploma or equivalent required; Associate degree or equivalent may be preferred (Business, Communications, Public Administration or related field)</li></ul><div><b>
REQUIRED EXPERIENCE:</b></div><ul><li>
Two or more years of job-related experience; example experience includes high volume document preparation, document management, or regulatory/administrative support role (e.g., regulatory filings, corporate compliance, court/agency filings, or similar).</li><li>
Experience working with structured document workflows, templates, and electronic filing systems (e.g., agency e filing portals, document management systems).</li><li><div>
Proficiency in SharePoint, Microsoft Office (Word, Excel, Outlook, PowerPoint) and PDF tools (e.g., Adobe Acrobat, Adobe Pro etc.) for formatting, redacting, combining, bookmarking, and securing documents.</div></li><li>
Experience with AssurX or similar compliance tracking or workflow tools (e.g., SharePoint/Lists, Service Now or similar) preferred; ability to become a team super user through on the job learning and training.</li></ul><div><b>
SPECIAL REQUIREMENTS:</b></div><ul><li><div>
This position will report regularly to the Duluth MN office, and may be considered for a hybrid work arrangement based on ALLETE&rsquo;s needs. A Hybrid work arrangement means the employee's position will be a blend of work performed both in-person and at an offsite location such as an employee's home office.</div></li><li><div><b>
This position requires expert level proficiency in, Microsoft Office (Word, Excel, Outlook, PowerPoint) and PDF tools (e.g., Adobe Acrobat, Adobe Pro etc.) for formatting, redacting, combining, bookmarking, and securing documents</b></div></li><li><div>
Exceptional attention to detail with strong spelling, grammar, and proofreading skills needed.</div></li><li>
Ability to manage a high volume of time-sensitive work with competing deadlines.</li><li>
Strong organizational skills, including file management, version control, and recordkeeping.</li><li>
Takes initiative, works independently with minimal supervision while maintaining accuracy and accountability.</li><li>
Ability to quickly learn and apply agency-specific filing rules, procedures, and technical requirements.</li><li>
Professional communication skills, both written and verbal with the capability to handle confidential information.</li><li>
Comfort working in a compliance-driven environment and following standard operating procedures.</li><li>
Strong analytical mindset with a focus on continuous improvement.</li><li>
This position may be subject to assessment of skills, job match and/or aptitude.</li></ul><p><b>
COMPENSATION AND BENEFITS:</b></p><ul><li>
The expected annual compensation range for this position is $49,000 - $60,000. Compensation offered to the selected candidate will vary depending on relevant knowledge, skills, training, experience, and market conditions.</li><li>
Compensation Incentive Program</li><li>
Retirement Benefits</li><li>
Medical, Dental &amp; Vision Plan</li><li>
Health Savings Account &amp; Flexible Spending Accounts</li><li>
Life Insurance, Disability &amp; Voluntary Benefits</li><li>
Paid Time Off</li><li>
Tuition Reimbursement</li><li>
Professional Development Opportunities</li><li>
Community Engagement, and more.</li></ul><p>
Employer will not sponsor Visas for position.</p><p><i>
External applicants must apply online via www.allete.com/careers.</i></p><p><i>
This job posting will be available for application until the position has been filled OR the posting close date noted herein, whichever date is earlier.</i></p><p><i>
ALLETE is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, gender, gender identity, sexual orientation, age, status as a protected veteran, among other things, or status as a qualified individual with disability.</i></p><p><i>
If you are an individual with disabilities who needs accommodation or you are having difficulty using our website to apply for employment, please contact our Human Resources department at 218-723-3921.</i></p><p><i>
EEO/AA/F/M/Vet/Disabled</i></p></div></div><p></p>

Document Management Specialist

Muller's Solutions

<div><p>M&uuml;ller's Solutions is seeking a Document &amp; Content Management Specialist for a part-time 3-month contract to support the effective organization and management of corporate documents and content. This role involves overseeing document control processes, ensuring compliance with company standards, and facilitating smooth access to critical information across the organization.</p>
Responsibilities:<ul><li>Assess current <b>SharePoint implementation (sites, libraries, permissions, structure)</b></li><li>Redesign and configure <b>document management architecture</b> aligned with NDMO</li><li>Implement <b>metadata structures, document classification, and retention policies</b></li><li>Configure <b>access control, versioning, and approval workflows</b></li><li>Enable <b>document lifecycle management (creation </b><b> review </b><b> archival)</b></li><li>Establish governance model for <b>document ownership and stewardship</b></li><li>Support migration/restructuring of existing content where required</li></ul><b><br>
Requirements</b><br>
<ul><li><ul><li>3+ years working with <b>Microsoft SharePoint (Online or On-Prem)</b></li><li>Strong experience in <b>document management, records management, and governance</b></li><li>Hands-on expertise in <b>SharePoint configuration (lists, libraries, workflows, permissions)</b></li><li>Familiarity with <b>compliance frameworks for document control</b></li><li>Ability to translate <b>regulatory requirements into SharePoint structures</b></li></ul></li></ul><br>
<b>
Benefits</b><p><br>
Why Join Us:</p><p></p><p>
Opportunity to work with a talented and passionate team.</p><p>
Competitive salary and benefits package.</p><p>
Exciting projects and innovative work environment.</p></div>

Document & Content Management Specialist-Part Time (3 Month)

<div><p>M&uuml;ller's Solutions is seeking a Microsoft SharePoint &ndash; Document &amp; Content Management Specialist to manage and enhance our SharePoint platforms and optimize document and content management processes. In this role, you will be responsible for designing, configuring, and maintaining SharePoint sites, ensuring effective information architecture, compliance, and user accessibility across the organization.</p>
Responsibilities:<ul><li><ul><li>Assess current <b>SharePoint implementation (sites, libraries, permissions, structure)</b></li><li>Redesign and configure <b>document management architecture</b> aligned with NDMO</li><li>Implement <b>metadata structures, document classification, and retention policies</b></li><li>Configure <b>access control, versioning, and approval workflows</b></li><li>Enable <b>document lifecycle management (creation </b><b> review </b><b> archival)</b></li><li>Establish governance model for <b>document ownership and stewardship</b></li><li>Support migration/restructuring of existing content where required</li></ul></li></ul><br>
<b>
Requirements</b><ul><li><br>
3+ years working with <b>Microsoft SharePoint (Online or On-Prem)</b></li><li>Strong experience in <b>document management, records management, and governance</b></li><li>Hands-on expertise in <b>SharePoint configuration (lists, libraries, workflows, permissions)</b></li><li>Familiarity with <b>compliance frameworks for document control</b></li><li>Ability to translate <b>regulatory requirements into SharePoint structures</b></li></ul><b><br>
Benefits</b><p><br>
Why Join Us:</p><p></p><p>
Opportunity to work with a talented and passionate team.</p><p>
Competitive salary and benefits package.</p><p>
Exciting projects and innovative work environment.</p></div>

Microsoft SharePoint- Document & Content Management Specialist-Part Time/3 Month

Net2Source (N2S)

<div>
 <p>
  <strong>
   Job Title: Documentation Support Specialist
  </strong>
 </p>
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  <strong>
   Locations: Lufkin, TX 75904
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 </p>
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  <strong>
   Duration: 6-month contract
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 </p>
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  <strong>
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  <strong>
   Job Description:
  </strong>
 </p>
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  The Documentation Support Specialist will provide administrative and document management support to the documentation team at the Lufkin, TX site. This role focuses on organizing, scanning, and maintaining customer and internal documentation, entering required data into company systems, and assisting documentation specialists in building accurate document packages for customers. Accuracy, organization, and attention to detail are critical, as these documents are ultimately provided to customers.
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   Essential Requirements of the Role
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  Scan, organize, and maintain physical and electronic documentation in accordance with company guidelines Perform data entry into the company&rsquo;s ERP system (Oracle); training will be provided Organize and manage PDF files using basic PDF editing tools (e.g., Kofax or Adobe Acrobat) Maintain both physical document files and corresponding electronic records Support documentation specialists by assembling document packets for customer delivery Ensure accuracy and completeness of documentation, prioritizing quality over speed Follow document retention and filing standards Work collaboratively with another team member in the same role and receive on-the-job training
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   Working Conditions
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  Office-based role located within a manufacturing facility Occasional walking through manufacturing areas (not working near machinery) Required to wear steel-toed boots and safety glasses while onsite No remote or work-from-home option
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   Expected Role Challenges
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  Need high attention to detail, document accuracy over speed, learning new systems and processes
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   Desirable Attributes
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  Prior experience with document control, document organization, or administrative support Experience scanning and indexing documents Ability to work accurately with minimal supervision after training Dependable, organized, and detail-oriented
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   Soft Skills
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  Attention to Detail Organized and strong time management Dependable and accountable
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   Tools or Software
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  Microsoft Office Suite PDF editing tools (e.g., Kofax, Adobe Acrobat) Oracle ERP (experience not required; training provided)
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  <strong>
   Education
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  High School Diploma (no college degree required)
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</div>


Documentation Specialist

C.F. Biggs Company Inc.

<p><b>Job Title: Archival Digitization &amp; Indexing Specialist</b></p><p><b>Position Summary</b><br/>The Archival Digitization &amp; Indexing Specialist is responsible for converting physical records into accurate, organized digital formats. This role includes scanning paper documents and microfilm, performing manual (hand-key) indexing, and ensuring the highest level of quality control for all digitized content.</p><p><b>Key Responsibilities</b></p><ul><li>Scan and digitize paper documents and microfilm using specialized equipment</li><li>Perform accurate hand-key indexing of records into designated systems</li><li>Conduct quality control checks on scanned images and indexed data</li><li>Ensure all digital files are clear, complete, and properly formatted</li><li>Identify and correct errors in scanned documents or data entry</li><li>Maintain organized digital file structures and naming conventions</li><li>Follow established procedures for document handling and data security</li><li>Meet daily productivity and accuracy standards</li></ul><p><b>Required Qualifications</b></p><ul><li>Working knowledge of Microsoft Windows operating systems</li><li>Strong attention to detail with a focus on accuracy</li><li>Ability to sit and work at a computer for extended periods</li><li>Proficient typing skills and comfort with repetitive tasks</li><li>Ability to follow detailed instructions and standardized processes</li></ul><p><b>Preferred Qualifications</b></p><ul><li>Experience with ScanPro microfilm scanners</li><li>Familiarity with PaperFlow or similar document management software</li><li>Background in data entry, document scanning, or archival work</li></ul><p><b>Work Environment</b></p><ul><li>Office-based, sedentary role requiring extended computer use</li><li>High-volume, repetitive tasks requiring sustained concentration</li><li>Performance measured by accuracy, quality, and productivity</li></ul><p><b>Key Competencies</b></p><ul><li>Attention to detail</li><li>Quality control mindset</li><li>Time management and efficiency</li><li>Reliability and consistency</li></ul><p>Pay: $13.00 - $14.00 per hour</p><p>Work Location: In person</p>

Archival Digitization & Indexing Specialist (Contract-to-Permanent)

Vanderweil Engineers

<div>
 <p>
  <strong>
   <em>
    If you are looking for an opportunity to break away from your silo to grow your career while working on high profile projects, we are looking for you. We offer mentorship, growth and stability in an ever-changing environment.
   </em>
  </strong>
 </p>
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 </p>
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  <strong>
   Vanderweil Engineers
  </strong>
  is a nationally recognized, top-ranked engineering firm specializing in MEP/FP and technology services. For over 75 years, we've delivered innovative solutions across diverse sectors&mdash;including Science &amp; Technology, Mission Critical, Academic, Healthcare, and Commercial. As one of the largest independently owned engineering firms in the U.S., our team of 500+ professionals operates from nine offices nationwide, bringing deep expertise and a commitment to excellence to every project.
 </p>
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  <br/>
 </p>
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  Join us to do the best work of your career as a
  <strong>
   Document Control Specialist
  </strong>
  at our headquarters in Boston, MA (hybrid schedule - Seaport District with 4-minute walk from South Station).
 </p>
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  As a
  <strong>
   Document Control Specialist,
  </strong>
  you will work in a dynamic team environment supporting multiple engineering teams.
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  <strong>
   Responsibilities:
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 </p>
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   Document processing and data entry
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   Processing submittals, change orders, e-fillings and project closeouts.
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   Tracking questions between the General Contractors and Engineering teams through RFI&rsquo;s (Request for Information).
  </li>
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 </p>
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  <strong>
   Requirements:
  </strong>
 </p>
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   1-3 years of related experience
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   Associate degree or equivalent experience
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   Microsoft Office Suite, especially Excel required
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   Interpersonal skills to work well in a team environment
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   Good organizational, written and verbal communication skills
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   Flexible &amp; Hybrid Culture:
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  Compensation is $22.50 to $25.00 per hour. In addition, we offer 401K company match, flexible work schedule, benefits and wellness program. Reach out to us to discuss total rewards and compensation package.
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  We know that work/life integration is important to our employees. Our hybrid work style (up to 2 days remote per week) allows team members to have flexibility while building their skills through in-person exposure to industry experts.
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  We prioritize wellness with programs that support physical and behavioral health, and we&rsquo;re proud to foster an equitable and inclusive workplace.
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Document Control Specialist

Jacobs

<div>
 At Jacobs, we're challenging today to reinvent tomorrow by solving the world's most critical problems for thriving cities, resilient environments, mission-critical outcomes, operational advancement, scientific discovery and cutting-edge manufacturing, turning abstract ideas into realities that transform the world for good.
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 Your impact
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 The Document Control Specialist manages the creation, receipt, review, distribution, tracking, and archival of project documentation to ensure quality, compliance, and timely information flow across multidisciplinary teams and external stakeholders. The role supports one or more projects and adheres to Jacob&rsquo;s standards, client requirements, and contractual deliverables.
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 Key Responsibilities
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 <ul>
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   Set up and maintain the project document management system including metadata, numbering, and workflows.
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   Organize and maintain project Specifications to include word processing to correct word formatting and ensure that correct revisions are in the deliverable/milestone.
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   Receive, log, quality-check, distribute, and track engineering deliverables in accordance with project procedures and schedules.
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   Manage document reviews, approvals, revisions, and version control with full audit traceability.
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   Prepare and manage transmittals and submittals to and from clients, partners, and other stakeholders as directed, track responses and due dates.
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   Enforce document control procedures, standards, and naming conventions.
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   Generate document reports that assist in managing workflow, status reports, and key performance metrics.
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   Coordinate with Engineering, Project Controls, Learning and Development, IT, Construction, Quality, and external stakeholders to resolve document issues.
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   Support project closeout, including turnover, as-built records, and final archival.
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   Provide system support and guidance to project team members.
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   OPEN TO ALL LOCATIONS NATIONWIDE***
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 </ul>
 Here's what you'll need
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   2 years of document control experience within engineering, construction, or EPC project environments.
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   Experience with electronic document management systems (e.g., Aconex, ProjectWise, Autodesk Construction Cloud/BIM 360, QuickBase, Procore, EIDA, SharePoint, or similar).
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   Strong knowledge of document control processes, revision management, Specifications, and transmittal workflows.
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   High diligence with the ability to manage large volumes of documents and competing priorities.
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   Proficiency in Microsoft Office Products
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  </li>
 </ul>
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  Preferred Qualifications
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 </strong>
 <ul>
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   Experience supporting large, multidisciplinary engineering projects or joint ventures.
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   Familiarity with ISO 900
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   Exposure to BIM deliverables and model-related documentation.
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   Associate or bachelor&rsquo;s degree, or Experience in Engineering, Construction Management, or a related field, or equivalent experience.
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  </li>
 </ul>
 Work Environment
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 Office, hybrid, or remote based depending on project requirements. Occasional travel may be required. Shift may require a 3PM-11PM work schedule.
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 Our health and welfare benefits are designed to invest in you, and in the things you care about. Your health. Your well-being. Your security. Your future. Employees have access to medical, dental, vision and basic life insurance, 401(k) plan, paid time off (allocated plans start date 17 days per calendar year), seven paid holidays, and caregiver leave and the ability to purchase company stock at a discount as well as legally mandated benefits.
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 The base salary range for this position is $40,800.00 to $71,300.00; though will be paid hourly based on hours worked. Within the range, individual pay is determined by work location and additional factors, including job-related skills, experience, and relevant education or training.
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 All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status. Job posted on May 08, 2026. This position will be open for at least 3 days.
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 We value collaboration and believe that in-person interactions are crucial for both our culture and client delivery. We empower employees with our hybrid working policy, allowing them to split their work week between Jacobs offices/projects and remote locations enabling them to deliver their best work.
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 Your application experience is important to us, and we&rsquo;re keen to adapt to make every interaction even better. If you require further support or reasonable adjustments with regards to the recruitment process (for example, you require the application form in a different format), please contact the team via Careers Support.
</div>


Document Control Specialist (39436)

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