Document Specialist

Job Title: Document Specialist
Location: Minnetonka, MN – 100% onsite – Local candidates only
Period: 10/07/2024 to 04/30/2025 – Possibility of extension
Hours/Week: 40 hours – Hours over 40 will be paid at time and a half
Rate: $20/hour
Contract Type: W-2 only, Temp to hire potential

Scope of Services:

The Document Specialist will be responsible for ensuring the accuracy and integrity of various documents, including US Customs declarations. This role requires auditing documents for accuracy, tracking down missing or incomplete documentation, and communicating with internal and external stakeholders as needed. The Document Specialist must be able to work independently after training and identify and report any errors, issues, or inconsistencies in the documents they review.

Key responsibilities include auditing and ensuring data accuracy in a timely manner, collaborating with other team members to resolve issues, and maintaining an organized filing system. Proficiency in Microsoft Excel, Word, and snipping tools is required, and prior experience with SAP and auditing is preferred but not required. Familiarity with US imports, including Harmonized Tariff Schedule of the United States (HTSUS) codes and country of origin documentation, is advantageous but not essential.

Role, Responsibilities, and Deliverables:

• Document Preparation and Editing: Review, prepare, and edit documents, ensuring accuracy and adherence to company standards.
• File Maintenance and Organization: Maintain a comprehensive filing system for documents, using numerical, alphabetical, and chronological filing systems.
• Document Assembly and Compilation: Compile necessary documents for internal and external use, ensuring that all information is complete and accurate.
• Audit and Review: Conduct thorough audits of documentation, including US Customs declarations, to ensure data integrity and compliance.
• Issue Reporting and Resolution: Identify discrepancies or issues in documentation and work with internal or external parties to resolve them promptly.
• Compliance and Legal Standards: Ensure that all documentation adheres to relevant regulatory requirements and company policies.
• Collaboration and Communication: Collaborate with other departments to gather required documentation and information.
• Process Improvement: Identify areas for improvement in the documentation process and suggest solutions to enhance accuracy and efficiency.
• Training: Assist in training new employees on documentation processes and procedures.

Experience & Education:

• Education: High school diploma or equivalent; further education or certification in documentation management is advantageous.
• Experience: 0-3 years of experience in documentation management, auditing, or filing systems.
• Technical Proficiency: Strong knowledge of Microsoft Office Suite (Excel, Word) and familiarity with document management systems.
• SAP Knowledge: Previous experience with SAP is a plus but not mandatory.
• Attention to Detail: Ability to meticulously audit documents, identify inconsistencies, and ensure accuracy.
• Communication: Excellent written and verbal communication skills to ensure clarity in all interactions.
• Organizational Skills: Strong ability to manage multiple tasks efficiently and maintain organized filing systems.
• Problem-Solving: Ability to troubleshoot issues related to document management and suggest improvements.
• Confidentiality: Demonstrated ability to handle sensitive information with care and discretion.

Preferred Qualifications:

• Certification in Documentation Management: Preferred but not required.
• Knowledge of Compliance Standards: Familiarity with industry-specific compliance standards and regulatory requirements is a plus.
• Industry Experience: Experience in healthcare, legal, or similar industries may be preferred depending on the company's specific needs.