File Management Specialist

Job Summary:

Guiding Hands Coalition is seeking a highly organized and detail-oriented File Management Specialist to manage and audit client and employee files, maintain company documentation, and verify payments. This role requires strong attention to detail, proficiency in document management systems, and the ability to ensure contract compliance across all administrative processes. The ideal candidate will be proficient in Microsoft Office Suite and Adobe Acrobat, with experience in file organization, document tracking, and administrative compliance.

Key Responsibilities:Client File Management & Auditing:

• Review client case files to ensure the accuracy of submitted documents and contract compliance.
• Organize and scan paper documents into the online file storage system.
• Relocate digital client files into the appropriate file management system.
• Track and request missing documents from relevant employees.
• Provide document submission reminders to employees.
• Organize and manage the secure removal of outdated client documents.

Employee File Management:

• Distribute new hire documents and ensure all required paperwork is completed.
• Verify the presence and accuracy of all employee documents for compliance.
• Maintain and organize digital and paper employee files.
• Track due dates for annual requirements, including background checks, proof of insurance, driver’s license updates, and evaluations.
• Ensure proper documentation for terminated employees, including exit evaluations.
• Maintain and organize completed employee timesheets.

Company Documentation Management:

• Maintain and organize company records, including:
• Mileage logs
• Vehicle service logs
• Company vehicle gas receipts
• Client and employee grievance forms
• Employee performance surveys

Payment Verification:

• Review employee case notes weekly to ensure all payments are completed.
• Review client invoices and verify that all payments have been received.
• Contact responsible entities to follow up on outstanding payments and ensure timely collection.

Qualifications:

• High School Diploma required; Associate’s degree preferred.
• 3 years of experience in a related role.
• Valid driver’s license required.

Skills & Proficiency:

• Required:
• Microsoft Teams (2 years)
• Microsoft Outlook (2 years)
• Microsoft OneNote (2 years)
• Microsoft Excel (Basic knowledge)
• Microsoft Word (Basic knowledge)
• Adobe Acrobat (2 years)

Preferred:

• Dropbox
• Provider One

Key Competencies:

• Strong organizational skills and attention to detail.
• Ability to manage multiple priorities and meet deadlines.
• Excellent verbal and written communication skills.
• Strong problem-solving and analytical abilities.
• Ability to handle sensitive information with confidentiality and discretion.

***At Guiding Hands Coalition, we are committed to fostering a diverse, equitable, and inclusive workplace. We value individuals from all backgrounds and experiences and believe that a diverse team strengthens our ability to serve our clients and community effectively. We encourage candidates who bring unique perspectives, backgrounds, and skills to apply, as we strive to create an environment where everyone feels respected, valued, and empowered to contribute.***

Job Type: Full-time

Pay: $21.00 - $21.01 per hour

Schedule:

• 8 hour shift
• Monday to Friday
• No nights
• No weekends

Work Location: In person

Salary : $21 - $21