Document & Records Management Specialist

Dutech Systems; Massachusetts; Hybrid; USD 32,000 - 45,000; Full time

Job summary

Dutech Systems is seeking a detail-oriented Document Management & Records Clerk to support records management and document organization activities in a structured environment.

The role focuses on organizing, maintaining, and preparing employee records for secure storage while ensuring confidentiality and SOP compliance. Proficiency in Excel and independent task management are required.

Qualifications

• Experience in document management or records administration.
• Strong organizational skills for large filing projects.
• Ability to file documents alphabetically, numerically, and chronologically.
• High attention to detail and accuracy.
• Ability to lift boxes and perform repetitive filing tasks.
• Proficiency in Microsoft Excel and basic computer applications.

Responsibilities

• Organize, maintain, and secure employee records.
• Review and file records into folders.
• Verify folders follow SOPs and are organized by employee ID.
• Sort and organize files numerically by ID.
• Create and label new employee folders as needed.
• Prepare inactive records for offsite storage.
• Maintain an organized filing system for quick retrieval.
• Enter inventory information in Excel and track storage contents.
• Ensure data accuracy during inventory updates.

Skills

Document management

Records management

Clerical work

Microsoft Excel

Data organization

Tools

Microsoft Excel

Job description

We are seeking a detail-oriented Document Management & Records Clerk to support records management and document organization activities. This role is ideal for candidates with experience in document management, clerical support, or records administration who enjoy working in a structured, organized environment.

The primary responsibility is organizing, maintaining, and preparing employee records for secure storage while ensuring compliance with established procedures and confidentiality requirements.

Key Responsibilities

Document Management & Records Organization (Primary)

• Organize, maintain, and secure physical employee records.
• Review and file employee records into existing folders.
• Verify that each employee folder is organized according to established Standard Operating Procedures (SOPs).
• Sort and organize files numerically by employee ID badge number.
• Create and label new employee folders as needed.
• Identify and remove inactive employee files using provided records.
• Prepare inactive employee records for offsite storage by organizing and packing them into labeled storage boxes.
• Maintain an organized filing system for efficient document retrieval.

Data Entry & Inventory Tracking (Secondary)

• Enter inventory information into Microsoft Excel using provided templates.
• Maintain accurate records of files and storage box contents.
• Ensure data accuracy and completeness during inventory updates.

Required Qualifications

• Previous experience in document management, records management, library science, or clerical work.
• Strong organizational skills with the ability to manage large filing projects efficiently.
• Ability to accurately sort and file documents alphabetically, numerically, and chronologically.
• High attention to detail and commitment to accuracy.
• Ability to maintain strict confidentiality and comply with data protection requirements.
• Proficiency in Microsoft Excel and basic computer applications.
• Ability to work independently and manage assigned tasks proactively.
• Physical ability to lift boxes, work around file cabinets, and perform repetitive filing tasks.

Preferred Skills

• Experience working with employee records or confidential documentation.
• Strong time management and organizational abilities.
• Experience maintaining inventory records using spreadsheets.