Document Management Associate

About the role

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, our purpose 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 and in the future—is deeply rooted in fostering an engaging, diverse, and inclusive workplace where everyone knows they matter, their work makes an impact, and their everyday commitment to living our values is what brings our mission to life.

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.
• 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.
• 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.
• 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 escalate process issues, and escalate complex issues, delays, or exceptions within the document lifecycle.