Document Management Specialist

Employment Type:

ALLETE -

Non-Union FLSA Status:

Non-Exempt:

Hourly, eligible for over time ALLETE is headquartered in Duluth, Minnesota, on beautiful Lake Superior, and has operations throughout the United States. We invest in energy-centric businesses and transmission infrastructure. Our companies include clean-energy producers and developers, and regulated utilities that already deliver more than 50% renewable energy. Each of our businesses—Minnesota Power; Superior Water, Light & Power; ALLETE Clean Energy; New Energy Equity; ALLETE Renewable Resources; and BNI Energy—plays a unique and significant role in ALLETE's sustainability-in-action strategy. Our culture drives excellence through our shared values of integrity, safety, people, and the planet. The Document Management Specialist - Regulatory supports the Regulatory Department. The person in this position is responsible for preparing, processing, and serving a high volume of regulatory documents with a high degree of accuracy and timeliness. This role focuses on end-to-end document preparation and management, including formatting, handling and redacting of confidential Trade Secret information, proofreading, assembling, tracking, following up on issues and coordinating delivery/filing of documents with regulatory bodies and other external parties. The position provides support for compliance tracking by maintaining and updating compliance calendars and tracking systems for regulatory deadlines, filing dates and response dates as well as performing accurate data entry, running routine reports, monitoring records for completeness, flagging potential issues related to these tasks for review by filing leads or compliance leadership. Supports the onboarding and ongoing use of the AssurX compliance tracking system by learning core functionality, assisting with implementation activities, serving as a first‑line "super user" for the Regulatory Compliance team, and performing routine data entry, report generation, and user support under the direction of compliance leadership. The Document Management Specialist preserves the integrity and confidentiality of Company information and requires advanced proficiency with Microsoft Office (Word, Excel, Outlook, PowerPoint) and PDF tools (e.g., Adobe Acrobat, Adobe Pro etc.). The position requires a detail-oriented, process- driven individual who can identify and assist- with efficiencies in document workflows and manage competing deadlines. It requires a high level of initiative, professionalism, and technical skill in handling complex, time sensitive compliance documentation and other administrative duties as assigned.

RESPONSIBILITIES

Document Preparation & Processing:

Prepare, format, proofread, and assemble high‑volume documents and complete filing packages, ensuring accuracy, internal consistency, and alignment with required standards and instructions. Prepare documents for electronic or hard‑copy submission, ensuring correct metadata, formatting elements, and file‑naming conventions are applied to support accurate and timely distribution. Maintain document version control and execution processes, ensuring current, approved documents are clearly identified, properly stored.

Filing, Service, and Tracking:

File, distribute, and document submissions to internal and external parties using electronic filing systems, mail, courier, or personal service, maintaining proof‑of‑service records, and storing organized documentation for audit and compliance needs. Maintain and update compliance calendars, logs, and tracking systems through accurate data entry, monitoring records for completeness and consistency, performing basic quality checks, generating routine and ad hoc reports, and escalating discrepancies or emerging issues. Support compliance and document management systems (e.g., SharePoint, AssurX), ensuring documents are uploaded, indexed, linked, and properly maintained; generate reminders and notifications; and assist with user access, permissions, and user list maintenance. Track and log system‑related issues, assist with routine data cleanup, and contribute to audits and examinations ensuring accurate data exports, complete evidence packages, and maintained audit trails. Identify recurring issues in document workflows and recommend practical improvements to templates, processes, or procedures.

Process Improvement & Efficiency:

Support improvements to document workflows by identifying routine issues in day‑to‑day preparation and filing processes and sharing suggestions for standardization or efficiency with senior staff. Maintain and update document tools such as templates, checklists, naming conventions, folder structures, and simple SOPs used for recurring document types and workflows. Assist with enhancements to document management practices by helping refine tools, structures, and procedures that improve accessibility, consistency, and reduce errors.

Document Management & Recordkeeping:

Maintain organized electronic and physical records by storing documents in the correct repositories with proper indexing, access controls, and retention classifications in accordance with Company policies. Support audits, examinations, and internal reviews through timely retrieval, compilation, and preparation of requested documentation.

Collaboration & Communication:

Coordinate effectively with internal teams and external stakeholders to gather information, clarify requirements, communicate document and/or filing needs, and provide clear, professional status updates. Demonstrate sound judgment in managing workload and resolving issues while appropriately escalating questions, ambiguities, or concerns to senior staff and/or leadership.

Skills and Competencies:

Strong attention to detail with excellent spelling, grammar, and proofreading skills. Demonstrated ability to manage a high volume of time‑sensitive work with competing deadlines. Strong organizational skills, including file management, version control, and recordkeeping. Ability to quickly learn and apply agency‑specific filing rules, technical requirements, and procedures. Proven ability to work independently with limited supervision while maintaining high quality and accountability. Strong analytical and process‑improvement mindset; able to document workflows and propose practical enhancements to senior staff. Professional written and verbal communication skills, including the ability to interact effectively with staff at all levels and with external parties. Comfort with basic data quality checks, running standard reports, and following SOPs in a compliance tracking system. Comfort running standard reports, performing data quality checks, following SOPs, and providing first‑line user support under the direction of a filing lead or compliance leadership.

Behavioral Attributes:

High level of ownership, initiative, and follow‑through. Process‑oriented and disciplined, with a focus on consistency and repeatability. Comfortable working in a deadline‑driven, compliance‑focused environment. Trustworthy with confidential and sensitive information. Continuous improvement mindset, open to feedback and change.

REQUIRED EDUCATION

High School Diploma or equivalent required; Associate degree or equivalent may be preferred (Business, Communications, Public Administration or related field)

REQUIRED EXPERIENCE

Two or more years of job-related experience; example experience includes high volume document preparation, document management, or regulatory/administrative support role (e.g., regulatory filings, corporate compliance, court/agency filings, or similar). Experience working with structured document workflows, templates, and electronic filing systems (e.g., agency e filing portals, document management systems). Proficiency in SharePoint, Microsoft Office (Word, Excel, Outlook, PowerPoint) and PDF tools (e.g., Adobe Acrobat, Adobe Pro etc.) for formatting, redacting, combining, bookmarking, and securing documents. Experience with AssurX or similar compliance tracking or workflow tools (e.g., SharePoint/Lists, Service Now or similar) preferred; ability to become a team super user through on the job learning and training.

SPECIAL REQUIREMENTS

This position will report regularly to the Duluth MN office, and may be considered for a hybrid work arrangement based on ALLETE's needs. A Hybrid work arrangement means the employee's position will be a blend of work performed both in-person and at an offsite location such as an employee's home office. This position requires expert level proficiency in, Microsoft Office (Word, Excel, Outlook, PowerPoint) and PDF tools (e.g., Adobe Acrobat, Adobe Pro etc.) for formatting, redacting, combining, bookmarking, and securing documents Exceptional attention to detail with strong spelling, grammar, and proofreading skills needed. Ability to manage a high volume of time-sensitive work with competing deadlines. Strong organizational skills, including file management, version control, and recordkeeping. Takes initiative, works independently with minimal supervision while maintaining accuracy and accountability. Ability to quickly learn and apply agency-specific filing rules, procedures, and technical requirements. Professional communication skills, both written and verbal with the capability to handle confidential information. Comfort working in a compliance-driven environment and following standard operating procedures. Strong analytical mindset with a focus on continuous improvement. This position may be subject to assessment of skills, job match and/or aptitude.

COMPENSATION AND BENEFITS

The expected annual compensation range for this position is $49,000 - $60,000. Compensation offered to the selected candidate will vary depending on relevant knowledge, skills, training, experience, and market conditions. Compensation Incentive Program Retirement Benefits Medical, Dental & Vision Plan Health Savings Account & Flexible Spending Accounts Life Insurance, Disability & Voluntary Benefits Paid Time Off Tuition Reimbursement Professional Development Opportunities Community Engagement, and more. Employer will not sponsor Visas for position. External applicants must apply online via www.allete.com/careers. This job posting will be available for application until the position has been filled OR the posting close date noted herein, whichever date is earlier. ALLETE is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, gender, gender identity, sexual orientation, age, status as a protected veteran, among other things, or status as a qualified individual with disability. If you are an individual with disabilities who needs accommodation or you are having difficulty using our website to apply for employment, please contact our Human Resources department at 218-723-3921. EEO/AA/F/M/Vet/Disabled Back Email Apply Now