Digital Document Specialist

Forrest Solutions LLC; Indianapolis (IN); On-site; USD 21,000 - 29,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

401(k) retirement plan

Paid Time Off (PTO)

Job summary

Opensity Solutions is seeking a Digital Document Specialist to handle print production, mail services, and records management. You will ensure high-quality print materials, manage document flows, and support scanning workflows while safeguarding confidential information.

The role requires at least a year of experience, a high school diploma, and proficiency with Microsoft Office. It offers competitive compensation and benefits, with a strong emphasis on accuracy and client service.

Qualifications

• High school diploma or equivalent required, minimum 1 year experience.
• Ability to understand client inquiries and provide effective responses.
• Experience using Microsoft Office applications.
• Maintain confidentiality and security of client information.
• Ability to lift or move 40 lbs and handle material handling tasks.

Responsibilities

• Operate and maintain various printing equipment to fulfill print requests.
• Review and prioritize print jobs, optimizing workflows for efficiency.
• Ensure color calibration and print quality consistency.
• Execute mail services, sorting and distributing interoffice mail.
• Identify legal documents and process by document type and policy.
• Sort incoming records for scanning; prep for digitization.
• Save and organize documents in the firm's Document Management System.
• Support destruction of documents per Records Manager guidance.
• Maintain highest confidentiality of firm records and files.
• Quality check printed materials for accuracy and branding.
• Collaborate with clients to review proofs before finalizing orders.
• Provide excellent customer service and timely job status updates.

Skills

Data entry

Customer service

Confidentiality

Team player

Physical ability

Education

High school diploma or equivalent

Tools

Microsoft Office

Job description

About Us

Opensity Solutions is the largest tech‑enabled managed services organization serving leading law firms, financial institutions and professional services firms. At Opensity, we provide integrated operational platforms, automation and advisory services that enable clients to modernize operating models, reduce cost and accelerate growth. Our capabilities include IT and technology solutions, document processing and administrative support, marketing and communications, billing and AP/AR services, records and information governance, workflow automation, consulting and hospitality and facilities services. Our Mission: Our mission is to provide modernized technology platforms, elevated technology support, and valuable insights, empowering our clients to excel in what they do best.

Job Description

As a Digital Document Specialist, you will be responsible for performing all aspects of print production, ensuring efficient document management, sorting and delivering incoming and outgoing mail, and assisting in the effective management and organization of records within the organization. Your expertise in operating printing equipment, managing print workflows, and delivering high‑quality print materials will play a crucial role in supporting our organization's day‑to‑day operations. Your responsibilities will include entering data into the records management system, categorizing records based on established guidelines, and supporting the team in routine audits to ensure data integrity. Your attention to detail and adherence to data protection and privacy regulations will be essential in safeguarding sensitive information and maintaining compliance. The ideal candidate is detail‑oriented, technologically adept, and dedicated to providing exceptional services.

Responsibilities

• Operate and maintain various printing equipment, including digital printers, copiers, and wide‑format printers, to fulfill print requests.
• Review and prioritize print jobs based on deadlines and urgency, optimizing print production workflows for efficiency.
• Ensure accurate color calibration and adjust settings as needed to maintain print quality and consistency.
• Execute essential mail services, including accurate sorting and efficient distribution of interoffice mail, conducting scheduled internal runs, utilizing states‑of‑the‑art postage equipment for precise mail metering, preparing specialized outgoing mail (certified, requested), and retrieving outgoing mail from designated internal areas.
• Identify legal documents and process according to document type and Firm policies.
• Sort incoming records and prepare for scanning by removing all staples, clips, bindings etc.
• Ensure paper is smoothed and ready to scan.
• Review digital images to ensure image quality and page accuracy.
• Save and organize documents in the Firm's Document Management System.
• Return documents that can’t be destroyed to the Records Department.
• Assist with the destruction of documents by direction of Records Manager.
• Assumes responsibility for maintaining the highest level of confidentiality of all firm records and files.
• Perform thorough quality checks on printed materials to ensure accuracy, proper formatting, and adherence to brand guidelines.
• Collaborate with clients to review proofs and make necessary adjustments before finalizing print orders.
• Address any print‑related issues promptly, such as paper jams, misprints, or image distortions.
• Provide excellent customer service to clients, addressing inquiries, offering guidance, and managing expectations throughout all processes.
• Communicate professionally and effectively with team members and clients, ensuring clear and timely updates on job status and completion timelines.
• Collaborate with other DDC specialists and departments to ensure seamless workflow and customer satisfaction.

Position Requirements / Experience / Education

• High school diploma or equivalent, Minimum 1 year of experience
• Ability to understand client inquiries and provide effective responses
• Experience in using Microsoft Office products and applications
• Understands the importance of delivering added value to clients
• Team player who can keep a positive attitude, motivate peers, and build relationships
• Ability to maintain confidentiality and security of any client information
• Ability to lift or move 40 lbs. or greater
• Ability to grasp, lift or carry packages on a standard wheeled cart with a load capacity of 75 lbs.
• Ability to walk, bend, kneel, stand or sit for an extended period of time

Compensation

The Compensation for this role is up to $21.25 per hour and may be eligible for an annual bonus. Actual compensation will be dependent upon the individual's location, skills, experience and qualifications.

Benefits

• Medical insurance
• Dental insurance
• Vision insurance
• 401(k) retirement plan
• Paid Time Off (PTO)

Opensity is committed to fostering an inclusive, equitable, and accessible workplace. We believe diverse perspectives strengthen our teams and the work we do for our clients. Opensity provides equal employment opportunities to all applicants and employees and does not discriminate on the basis of race, colour, religion or creed, sex, sexual orientation, gender identity or expression, age, national or ethnic origin, ancestry, citizenship, disability, family status, marital status, source of income, record of offences, or any other characteristic protected under applicable federal or provincial human rights legislation. We are committed to fair and barrier free recruitment, selection, and employment practices, and to providing reasonable accommodation throughout the hiring process and employment lifecycle, in accordance with applicable human rights legislation. Candidates who require accommodation during any stage of the recruitment process are encouraged to advise our Talent team so appropriate support can be provided.

Culture & Values

Respect We believe in treating everyone with dignity, kindness, and empathy. We foster an inclusive culture where diverse perspectives are valued, and mutual respect is the cornerstone of our interactions.

Accountability We take ownership of our actions and decisions, acknowledging their impact on our team, the organization, and our clients. We strive for transparency and follow through on our commitments, fostering trust and reliability within our community.

Collaboration We understand that working together yields the best results and that our parts are better together. We actively promote teamwork, open communication, and the sharing of ideas. By embracing diverse talents and perspectives, we create a supportive and innovative environment that encourages collective growth and empowerment.

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