Document Management Associate

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

Job summary

GreenState Credit Union is seeking a Document Management Associate in North Liberty, IA to support the administration of the document management system and coordinate document workflows with stakeholders. You will ensure reviews and approvals are completed, maintain accurate records, support compliance, and contribute to content governance and lifecycle activities across the organization.

This hourly role offers a progressive benefits package and opportunities to improve processes and document

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

• Document Management & Workflow Administration: administer the DMS, ensure system integrity, availability, and access controls.
• Monitor document workflow queues and advance documents through review and approval stages.
• Assist with document lifecycle activities, including intake, review, approval, publication, revision control, and archival.
• Ensure only current, approved versions are accessible and obsolete content is retired.
• Workflow Coordination & Stakeholder Management: coordinate cross-functional review and approval processes with business stakeholders.
• Act as a point of contact for routing, status visibility, and inquiries; ensure timely completion of reviews/approvals.
• Provide guidance on document standards, submission requirements, and workflow processes.
• Audit, Compliance & Reporting: maintain audit trails and documentation for compliance and retention.
• Support audits by preparing documentation and ensuring traceability of document activity.
• Track status, turnaround times, and bottlenecks; escalate issues as needed.
• Content Governance & Continuous Improvement: support governance practices and periodic content reviews.
• Partner to implement improvements, naming conventions, metadata, and version control.
• Escalate system issues and opportunities to owners/IT partners; perform other duties as assigned.

Skills

DMS experience

Document workflow coordination

Attention to detail

Compliance support

Audit support

Education

High School Diploma or GED

2-4 years of relevant experience

Job description

GreenState Credit Union

Document Management Associate

US-IA-North Liberty

Job ID: 2026-4767 | # of Openings: 1 | Category: Organizational Effectiveness

Overview

The Document Management Associate supports the administration of the document management system (DMS) and coordinates document workflows to ensure required reviews and approvals are completed by designated stakeholders and that documents are maintained in accordance with established standards. The role partners with internal stakeholders to maintain organized records, support compliance efforts, and contribute to consistent content practices.

GREENSTATE CULTURE

At GreenState,ourpurpose is to create lasting value for our members, our communities, and one another. We empower our teams to create opportunities that strengthen financial well-being, transform lives, and enhance the vitality of the communities we serve. We know our success—now andin the future—isdeeplyrooted in fostering an engaging, diverse, and inclusive workplace where everyone knows they matter, their work makes an impact, and their everyday commitment tolivingour values is what brings our mission to life.

Pay range for this hourly position is $23.61 - $27.60/hr with a progressive benefits package.

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 escalates 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.

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.

Reporting Relationship

This position reports to the Manager Internal Communications.

Supervisory Responsibilities

This position is not responsible for the supervision of others.

Equal Opportunity Employment Statement

GreenState Credit Union is an EEO/AA Employer. We strongly encourage all individuals to apply for openings with the credit union.