Document Control & Workflow Specialist

GreenState Insurance Services LLC; North Liberty (IA); On-site; USD 33,000 - 38,000; Full time

Job summary

GreenState Credit Union in North Liberty, IA seeks a Document Management Associate to administer the organization’s document management system and coordinate document workflows to ensure timely reviews and approvals. You will maintain content accuracy and compliance while partnering with stakeholders to sustain organized records.

The role emphasizes supporting audits, maintaining audit trails, and applying document standards across departments.

Qualifications

• High School Diploma or GED.
• 2-4 years of relevant experience.
• Experience working with document management systems (DMS) or similar content management platforms.
• Working knowledge of document control practices, including version control and record retention.
• Ability to coordinate document workflows and collaborate effectively with cross-functional stakeholders.
• Strong attention to detail with demonstrated organizational and problem-solving skills.
• Effective written and verbal communication skills.
• Experience supporting audit, compliance, or documentation processes.
• Ability to apply established document standards, metadata requirements, and workflow procedures.
• Ability to identify issues and recommend process improvements.

Responsibilities

• Adheres to the Credit Union's core values and Service Standards in conducting GreenState's mission and vision.
• Demonstrates a positive member service (internal and external) focus at all times.
• Demonstrates teamwork in all interactions with coworkers and in the completion of all duties and responsibilities.
• Ensures confidentiality of member information.
• Supports a diverse and inclusive work environment.
• Document Management & Workflow Administration: Assist with administration of the organization’s document management system (DMS), ensuring system integrity, availability, and role-based access controls.
• Monitor document workflow queues and help advance documents through defined review and approval stages.
• Assist with document lifecycle activities, including intake, review, approval, publication, revision control, and archival.
• Ensure only current, approved versions of documents are accessible and obsolete content is appropriately retired.
• Workflow Coordination & Stakeholder Management: Coordinate cross-functional review and approval processes with business stakeholders.
• Act as a point of contact for coordinating document routing, status visibility, and process related inquiries.
• Partner with business owners to ensure timely completion of document reviews and approvals.
• Provide guidance and support on document standards, submission requirements, and workflow processes.
• Audit, Compliance & Reporting: Maintain accurate audit trails and documentation to support compliance and record retention requirements.
• Support internal and external audits by preparing documentation and ensuring traceability of document activity and approvals.
• Track and provide updates on document status, turnaround times, and workflow bottlenecks.
• Identify, troubleshoot, and escalation process issues, and escalation complex issues, delays, or exceptions within the document lifecycle.
• Content Governance & Continuous Improvement: Support enterprise content governance practices, ensuring consistency, accuracy, and accountability across content.
• Partner with stakeholders to execute ongoing review and audit processes.
• Partner with stakeholders to execute ongoing document and content reviews, audits, remediation efforts, and periodic refresh activities to ensure information remains accurate, relevant, and accessible.
• Follow and reinforce document control standards, including naming conventions, metadata, version control, and classification.
• Identify and suggest process improvements to enhance workflow efficiency, accuracy, and compliance.
• Escalate system issues and enhancement opportunities to system owners or IT partners as appropriate.
• Perform other duties and special projects as assigned.

Skills

Attention to detail

Cross-functional collaboration

Problem solving

Written communication

Verbal communication

Audit support

Workflow coordination

Document standards

Metadata requirements

Process improvement

Education

High School Diploma or GED

Tools

Document Management System (DMS)

Job description

GreenState Credit Union in North Liberty, IA seeks a Document Management Associate to administer the organization’s document management system and coordinate document workflows to ensure timely reviews and approvals. You will maintain content accuracy and compliance while partnering with stakeholders to sustain organized records.

The role emphasizes supporting audits, maintaining audit trails, and applying document standards across departments.