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Title
Text copied to clipboard!Document Control Clerk
Description
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We are looking for a meticulous and organized Document Control Clerk to join our team. The ideal candidate will be responsible for managing and maintaining all company documents, ensuring they are easily accessible and properly stored. This role requires a high level of attention to detail, as you will be responsible for the accuracy and integrity of our document management system. You will work closely with various departments to ensure that all documents are up-to-date and comply with company policies and regulatory requirements. The Document Control Clerk will also be responsible for training staff on document control procedures and assisting with audits. This position is crucial for maintaining the smooth operation of our business processes and ensuring that all documentation is handled efficiently and securely. If you have a keen eye for detail, excellent organizational skills, and a passion for maintaining order, we would love to hear from you.
Responsibilities
Text copied to clipboard!- Manage and maintain all company documents.
- Ensure documents are easily accessible and properly stored.
- Maintain the accuracy and integrity of the document management system.
- Work closely with various departments to ensure documents are up-to-date.
- Ensure compliance with company policies and regulatory requirements.
- Train staff on document control procedures.
- Assist with audits and provide necessary documentation.
- Develop and implement document control procedures.
- Monitor document control processes and make improvements as needed.
- Coordinate with external parties for document-related matters.
- Ensure confidentiality and security of sensitive documents.
- Prepare reports on document control activities.
- Handle document retrieval requests promptly.
- Maintain a log of all document control activities.
- Ensure proper labeling and indexing of documents.
- Assist in the preparation of documentation for projects.
- Review and update document control policies regularly.
- Provide support during internal and external audits.
- Ensure proper disposal of obsolete documents.
- Maintain a backup system for critical documents.
Requirements
Text copied to clipboard!- High school diploma or equivalent; additional qualifications in office administration are a plus.
- Proven experience as a Document Control Clerk or similar role.
- Familiarity with document management systems and procedures.
- Excellent organizational skills and attention to detail.
- Strong communication and interpersonal skills.
- Ability to work independently and as part of a team.
- Proficiency in MS Office and document management software.
- Knowledge of regulatory requirements related to document control.
- Ability to handle confidential information with discretion.
- Strong problem-solving skills.
- Ability to prioritize tasks and meet deadlines.
- Experience in training staff on document control procedures.
- Ability to handle multiple tasks simultaneously.
- Strong analytical skills.
- Excellent time management skills.
- Ability to work under pressure.
- Strong written and verbal communication skills.
- Ability to adapt to changing priorities.
- Attention to detail and accuracy.
- Strong organizational skills.
Potential interview questions
Text copied to clipboard!- Can you describe your experience with document management systems?
- How do you ensure the accuracy and integrity of documents?
- Can you provide an example of a time when you had to handle confidential information?
- How do you prioritize tasks when managing multiple documents?
- What steps do you take to ensure compliance with regulatory requirements?
- Can you describe a time when you had to train staff on document control procedures?
- How do you handle document retrieval requests?
- What methods do you use to ensure proper labeling and indexing of documents?
- Can you describe a time when you had to assist with an audit?
- How do you handle obsolete documents?
- What strategies do you use to maintain a backup system for critical documents?
- How do you stay organized when managing a large volume of documents?
- Can you describe a time when you had to coordinate with external parties for document-related matters?
- How do you ensure the confidentiality and security of sensitive documents?
- What steps do you take to improve document control processes?