Document Services Specialist

Job Description:

Position Summary:

The Document Services Specialist supports the Credit Union's enterprise-wide records management program by coordinating the retention, storage, retrieval, and secure destruction of physical and digital records in accordance with regulatory and internal policy requirements. In addition, the incumbent manages the daily functions of the corporate mailroom, including receiving, processing, and distributing all incoming and outgoing U.S. and interoffice mail for departments and branches.

Primary Responsibilities & Duties:

• Coordinate the retention, storage, retrieval, and secure destruction of physical and digital records in accordance with regulatory, legal, and internal policy requirements.
• Maintain documentation, logs, and audit trails related to records handling, storage, destruction, and vendor-supported processes.
• Ensure records are accurately classified, indexed, and archived to support efficient retrieval and long-term preservation.
• Partner with IT, internal departments, and authorized vendors to ensure documents are properly identified, transferred, and archived within WebXtender and other approved systems.
• Identify opportunities to improve records lifecycle processes, enhance accuracy, and ensure compliance with established retention schedules.
• Receive, sort, and distribute incoming USPS mail, parcels, courier deliveries, and interoffice envelopes to designated individuals and departments in a timely and accurate manner.
• Process and prepare outgoing mail using the most cost-efficient class and method, including USPS, UPS, and other courier services.
• Support enterprise document services activities, including coordinating mass-mailing projects, scheduled document distributions, and other document-related operational assignments.
• Communicate and collaborate with internal departments to ensure project requirements, timelines, and accuracy standards are met.
• Assist with document preparation activities such as batching, labeling, indexing, packaging, and secure transport.
• Ensure mailing supplies are available and maintained to support daily operational needs.
• Research and recommend cost-saving opportunities related to mail and document distribution processes.
• Resolve issues related to undeliverable or delayed mail, missing parcels, and delivery discrepancies.

Knowledge/ Skills:

• Ability to maintain organized and accurate documentation, audit trails, and tracking records for mail, storage activity, and document services workflow.
• Strong data entry skills with a high degree of accuracy, including the ability to input, track, and maintain records, logs, and document metadata across multiple systems.
• Strong communication skills to collaborate, problem solve, and coordinate document and records needs with business units, vendors, and internal partners.
• Strong organizational skills with the ability to prioritize tasks, manage time effectively, and keep detailed records.
• Knowledge of records retention and records lifecycle management processes, including classification, indexing, storage, retrieval, and secure destruction
• Ability to stand for periods of time, handle mailroom and document-handling equipment, and lift up to 25 pounds.

Minimum Requirements:

• High School Diploma or GED
• 1+ years' experience in mailroom operations, document services or records management
• Basic understanding of records retention principles and regulatory compliance requirements relevant to financial institutions (e.g. handling member records, secure destruction, confidentiality) preferred.

Everwise is an equal opportunity employer. We are committed to creating an inclusive environment for all employees.