WHAT DOES A DOCUMENT SPECIALIST DO?
Updated: Mai 29, 2025 - The Document Specialist reviews manufacturing documentation to identify and correct errors, ensuring compliance with GMP standards and company policies. This position develops and updates procedures, worksheets, and technical documents to improve consistency and usability across teams. The specialist also collaborates with cross-functional teams to address complex issues and ensure documentation aligns with regulatory requirements and operational needs.
A Review of Professional Skills and Functions for Document Specialist
1. Document Specialist Job Description
- Communication: Assist members with inquiries and provide general information about the credit union and its loan policies by mail and telephone.
- Compliance: Ensure compliance with all governing regulations, especially the Bank Secrecy Act requirements.
- Reporting: Prepare special weekly, monthly, and quarterly reports, including, but not limited to, GAP, MRC, CUNA Insurance, Paid Loan Report, etc.
- Filing: File and release titles and UCC1s.
- Mail Processing: Handle mail correspondence for the Records Retention Department.
- Mail Handling: Process incoming mail, post payments, and attach titles received to loan documents.
- Customer Service: Process address change requests.
- Account Management: Open and maintain new accounts, including share, share draft, Christmas Club, secondary accounts, and Money Market.
- Account Opening: Open new accounts from membership company sign-ups and mail-in requests.
- Data Handling: Sort work received from branches and distribute daily.
- Request Handling: Handle email and fax requests received from personnel, including verifying signatures.
- Loan Auditing: Take responsibility for audit loans before filing.
- Payoff Processing: Process and mail payoffs to other financial institutions received from all financial centers.
- Title Guaranty: Process title guaranty requests from insurance companies and follow up to ensure payoff is received and title released.
2. Document Specialist Overview
- Document Drafting: Draft plan documents and various other notices and forms associated with the plan setup process for new and takeover clients' plans.
- Compliance Review: Perform protected benefit reviews and, under direction, confirm the documents are in full compliance with all current pension legislation.
- Collaboration: Communicate with the Implementation Department to ensure that plan documents are drafted properly to meet Plan Sponsor objectives.
- Plan Amendments: Draft basic and complex plan amendments for existing clients' plans.
- Collaboration: Communicate with the Plan Administration Department to ensure that plan amendments are drafted properly to meet Plan Sponsor objectives.
- Tracking: Track the return of plan amendments and verify adoption within the required timeframes.
- Document Verification: Verify that executed amendments are received and on file and coordinate follow-ups with the Plan Administration Department.
- Provider Communication: Communicate with Plan Providers regarding Plan Amendments, and complete Plan Provider forms for new and takeover plans and amendments.
- Notice Management: Assist with quarterly and annual notice updates and mailings, as well as maintain accurate tracking logs of plan provisions and amendment status.
- Restatement Support: Support the regulatory restatement process by converting existing plan documents, verifying the accuracy of converted data, and drafting restated plan documents.
- Data Maintenance: Update and maintain project data and plan specifications in the workflow system.
- Investment Management: Serve as an Investment Manager Advisor (IMA) for the Document Department.
- Policy Development: Assist with developing and updating Document Department policies and procedures.
- Software Evaluation: Assist in evaluating and implementing plan document software options, upgrades, and enhancements.
3. Document Specialist Essential Functions
- Recommendation: Make recommendations to members when the Insurance company is not paying the balance owed on the loan.
- Follow-up: Assist the Loan Coordinator with follow-up to dealerships on all TNOLs to ensure liens are perfected within the established time.
- Sales: Cross-sell credit union services to the membership.
- Reading: Read all internal publications including Source and Possibilities.
- Loan Disbursement: Disburse loan advances on open-end loans.
- Documentation: Distribute loan minutes to appropriate personnel monthly.
- Audit Support: Assist with auditing and maintenance of the new account paperwork, and prepare for scanning.
- Account Maintenance: Update direct deposit, automatic transfer, and payroll deductions.
- Document Review: Accurately review Post-Closing documents and process funding requests with various lenders.
- Document Control: Electronically process documents and maintain document control.
- Client Communication: Professionally communicate with clients and customers.
- Phone Handling: Answer phone calls and handle multiple phone lines.
4. Document Specialist Role Purpose
- Collaboration: Provide on-time collaboration and required support for all recurring NPIs and other sustaining changes.
- Approval: Approve Change Tasks in the PLM system on time.
- Meeting Participation: Attend to project's accountability meetings to ensure that the change management process meets project requirements (timelines).
- User Guidance: Guide Change Management users for change submission.
- Material Preparation: Elaborate supporting material for Change Management users (Visual Aids, checklists, etc).
- Document Management: Manage the flow of documents between internal and external partners and contractors for assigned projects.
- Contract Coordination: Coordinate, review, and assess contract submittals.
- Submittal Review: Review and process construction for project design submittals and ensure forms are as per existing standards.
- Documentation: Document pertinent project activities to maintain accurate records.
- Quality Control: Implement QC/QA procedures and documentation as directed by senior staff.
- Report Writing: Write or supervise the preparation of reports and correspondence, and communicate with contractors, supervisors, local agency officials, subordinates, media, and the general public.
5. Document Specialist Additional Details
- Documentation Review: Review assigned manufacturing documentation and drive the subsequent corrections needed, before the Quality review of each document.
- Procedure Creation: Create and update procedures and worksheets for production operators.
- Independent Review: Perform document review independently with minimal direction for the review process, with some manufacturing process knowledge requirements at this level.
- Issue Management: Manage simple issues found during the review of documentation, including identification of documentation errors and completeness.
- Non-Conformance Identification: Identify when a non-conformance has occurred, understand GMP implications and appropriate actions to take without first obtaining feedback from either a Manufacturing Supervisor or Quality Assurance Specialist.
- Escalation: Escalate to Supervisors of the team for complex issues that arise during review to gain the information required to make the appropriate decision.
- Procedure Analysis: Analyze existing procedures for concurrence with correct department methods and production records relative to company policies and requirements.
- Document Editing: Edit and format incoming requests for new or revised documents (SOPs, forms, job aids, technical documents, worksheets, etc.) and assist in tracking each revision through the approval workflow.
- Procedure Writing: Write procedures with appropriate details that are easily understood and readily usable for consistency in training.
- Effective Writing: Write procedures that reflect the most effective systems within company policies and government regulations to reduce misunderstanding and usability.
- Cross-Functional Collaboration: Work with Manufacturing personnel, and other cross-functional teams to gather information for inclusion in their procedure, method, specification, or batch record.
- Meeting Participation: Participate in routine meetings as assigned by supervision and perform other duties.