Position: Document ClerkDivision: People DevelopmentDepartment: Workforce & DevelopmentSchedule:Full-Time
Reports To: Workforce Development Manger

Overview: Nomad Global Communications Solutions is a leading provider of communication and response products serving a wide variety of customers. Our purpose is to be the solution when every minute matters. We seek a candidate that is self-inspired to learn and demonstrates a high degree of customer service while positively contributing to our team.

The Document Clerk is responsible for managing and organizing technical documents, records, and reference materials within the organization. Their duties include cataloging and indexing documents, maintaining document databases, and ensuring easy retrieval of information. They will also be responsible for handling requests for documents, managing document version control, and ensuring compliance with organizational and regulatory standards. In addition, they provide support to Team Members by helping them locate and utilize technical materials efficiently and may assist in training Team Members on document management systems. Strong organizational skills, attention to detail, and familiarity with database management are crucial for this role.

Essential Functions / Responsibility:

• Document Management:
  • Catalog and index documents for easy retrieval.
  • Organize and maintain document storage systems (physical and digital).
  • Ensure proper version control and maintain updated records.
• Information Retrieval:
  • Respond to document and technical information requests.
  • Assist Team Members in locating and using documents and reference materials.
• Database Management:
  • Manage document databases and ensure accurate data entry.
  • Update and maintain document management software.
• Compliance and Standards:
  • Ensure all documents meet organizational and regulatory standards.
  • Conduct regular audits of document systems for compliance.
• Support and Training:
  • Provide training and support to Team Members on document management systems.
  • Assist in developing document management policies and procedures.
• Quality Control:
  • Review documents for accuracy and completeness.
  • Implement procedures for document review and approval.
• Communication:
  • Coordinate with departments to meet document needs.
  • Communicate updates and changes to document management policies.
• Archiving:
  • Archive documents according to retention schedules.
  • Ensure secure disposal of outdated or obsolete documents.
• Technical Support:
  • Troubleshoot document management system issues.
  • Liaise with IT for advanced technical issues.
• Confidentiality:
  • Maintain the confidentiality and security of sensitive
  • e documents.
  • Implement access controls to restrict unauthorized access.

Basic Knowledge Required:

• Understanding of document management software and systems.
• Knowledge of cataloging and indexing methods.
• Basic understanding of database management.
• Familiarity with records management principles, including retention and archiving.
• Awareness of regulatory requirements for document management.
• Knowledge of version control practices.
• Proficiency in information retrieval techniques.
• Understanding of digital and physical filing systems.
• Accurate data entry skills.
• Basic technical writing and editing skills.
• Best practices for document confidentiality and security.
• Basic library science principles, if managing a technical library.
• Customer service skills to assist Team Members with document requests.
• Strong organizational skills for managing large volumes of documents.

Physical Demands:

• While performing the duties of this job, the employee will be required to use hands and arms operate multi-media equipment.
• The employee is frequently required to stand, walk, climb, hear, and talk. Sitting may be for an extended period of time.
• The employee must frequently lift and/or carry up to 25 pounds and occasionally lift and/or move up to 50 pounds. Anything heavier than 50 pounds will require two people to lift / carry.
• Specific vision abilities required by this job including manual dexterity, close vision, distance vision, peripheral vision, depth perception, and the ability to distinguish individual colors.

Working Environment:

• Professional office environment with regular interaction with visitors, clients, team members, and vendors.
• Typical indoor office environment, long periods of computer-related work, constant interruptions, and high levels of stress at times. The work environment is a partially environmentally controlled indoor environment. Depending upon the time of year, temperatures can fluctuate between 60F and 100F but is typically around 70F. There are times when working outside will be required.
• The employee may be subjected to noise levels, ranging from low volume to loud and will be required to wear provided safety hearing devices from time to time, which will be provided.
• There is some exposure to strong odors and fumes.
• All Team Members must wear provided OSHA approved eye protection at all times in manufacturing areas. The employee will be required to wear provided safety eyewear throughout the performance of their duties.

Qualifications & Experience:

• High school diploma or equivalent.
• Associates or Bachelor’s degree in library science, information management, or a related field preferred.
• Relevant certifications in document or records management (e.g., CRM, ERM) are preferred.
• Proficiency in document management systems and software.
• Strong computer skills, including Microsoft Office Suite and Adobe Acrobat.
• Experience in document management or records management roles.
• Experience with database management and data entry.
• Experience providing technical support and training on document management systems.
• Experience ensuring compliance with regulatory standards.
• Experience with document archiving and secure disposal.
• Customer service experience in document retrieval and management.
• Relevant certifications in document management, records management, or library science are advantageous.

Nomad GCS is an equal opportunity employer, (EOE,) and voluntarily follows affirmative action guidelines. As an equal opportunity employer, Nomad GCS does not discriminate in its employment decisions on the basis of race, color, religion, gender, sexual orientation, gender identity, national origin, age, disability, genetic information, marital status, amnesty, or status as a covered veteran in accordance with applicable state and local laws.