A Document Control or Management Specialist manages written and electronic documents for an office or company. Develops or maintains systems for keeping track of documents, including labeling, retrieving, distributing, recovering and destroying documents as needed.
Boise, ID Job Details Contract $15 an hour 1 day ago Qualifications Customer communication Confidential information handling Financial transaction processing Customer service Scanning High school diploma or GED Attention to detail Document quality checks Document imaging Document viewing software Government records management Data accuracy checks Physical document handling File organization Quality data entry Time management Customer data entry Full Job Description Job Summary We are seeking a detail-oriented Certificate Order Fulfillment & Vital Records Specialist to process vital records requests, verify customer eligibility, handle payments and correspondence, maintain accurate records, and ensure the confidentiality of sensitive vital records information. The ideal candidate should have strong attention to detail, data-entry accuracy, customer service skills, and the ability to research and resolve discrepancies. Key ResponsibilitiesCertificate Order Fulfillment - 50% Review certificate requests and determine whether customers are eligible to receive certified copies. Compare signatures on identification documents with signatures on request forms to verify identity. Research Bureau records and records from other jurisdictions to establish proof of relationship when required. Search computer systems for certificates and customer orders and investigate discrepancies before fulfillment. Print, prepare, and seal certified copies of requested certificates and attachments. Match certificates with the appropriate receipts and ensure orders are mailed to the correct address. File and retrieve physical and scanned order documentation. Facilitate the transfer of Apostille requests to the Idaho Secretary of State. Mail & Payment Processing - 35% Sort, count, and distribute incoming correspondence to the appropriate departments or areas. Review monetary instruments and determine whether payments are adequate for deposit. Enter payment information into computerized systems and verify accuracy. Prepare and balance materials received during each shift for next-day processing. Search computer indexes to locate records and customer orders. Scan paper documents and verify that electronic copies are clear and legible. Make and distribute copies of documentation as needed. Filing & Records Management - 5% Organize paper and electronic correspondence using alphabetical, numerical, and date-based filing systems. Update document filing and storage systems as necessary. Maintain accurate and accessible records in accordance with established procedures. Miscellaneous & Compliance - 10% Resend certificates that customers report as not received. Maintain strict confidentiality of Idaho Vital Records information in accordance with applicable Idaho laws and regulations. Monitor computerized systems to identify, investigate, and correct data errors. Explain applicable Idaho laws, rules, and Vital Records procedures to customers, agencies, and coworkers. Use PDF software and other computer applications to manage certificate orders and supporting documentation. Perform other duties as assigned. Required Skills & Qualifications High school diploma or equivalent. Strong attention to detail and accuracy. Ability to review, compare, and verify confidential documentation. Strong data-entry and computer skills. Ability to research records and resolve discrepancies. Experience with document scanning, filing, and electronic records management. Ability to handle payments and maintain accurate transaction records. Strong organizational and time-management skills. Excellent written and verbal communication skills. Ability to maintain confidentiality when handling sensitive information. Ability to interpret and explain policies, procedures, laws, and regulations. Ability to work independently while following established procedures. Work Environment Primarily administrative and records-processing work. Requires frequent computer use, document handling, scanning, filing, and customer communication. Requires a high level of accuracy when working with confidential vital records and customer information.
