Document Assistant Jobs in Indiana (NOW HIRING)

Responsibilities include:

• Design, implement, and maintain document and electronic record‑keeping systems in alignment with agency needs and compliance standards.
• Develop, revise, and manage records retention and disposition schedules consistent with state and federal regulations.
• Maintain accurate inventories of active, inactive, permanent, and non‑permanent record series across the agency.
• Oversee the timely and secure disposal of non‑permanent records in accordance with approved retention schedules.
• Coordinate with the Indiana State Archives to transfer permanent records, ensuring proper preparation and documentation.
• Identify process gaps, risks, and vulnerabilities related to documentation and data privacy, and support remediation efforts.
• Assist with implementation of data management controls that protect sensitive or confidential information.
• Provide guidance, support, and training to staff regarding proper document management, retention requirements, and privacy practices.
• Collaborate with internal stakeholders to ensure consistent compliance with records‑related policies and procedures.
• Maintain documentation, logs, and reports necessary to demonstrate compliance with internal and external requirements.

The job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee. Other duties, responsibilities, and activities may change or be assigned at any time. 

This position is exempt from overtime compensation for additional work hours that may be required to complete essential functions or other assigned work. Exempt employees may work more than 75 hours in a pay period without additional compensation and must report a minimum of 75 hours per pay period of work hours and/or paid leave taken to receive their base biweekly salary.

Preferred qualifications:

• Experience with document management systems and electronic records platforms preferred. 
• Knowledge of record‑keeping principles, retention practices, and information governance requirements.
• Understanding of data privacy standards and procedures for safeguarding sensitive information.

Additional qualifications:

• Strong attention to detail, accuracy, and compliance.
• Ability to manage multiple projects and deadlines in a regulated environment.
• Effective communication skills, with the ability to work collaboratively across teams.
• Advanced knowledge of the organization's business systems and commercial business applications.
• Advanced knowledge of technical problems and solutions as they relate to the current and future business environment.
• Considerable knowledge of project management theories and practices and the ability to apply that knowledge.
• Advanced knowledge of fundamental concepts, system design, relationships between various elements of the overall solution.
• Ability to comprehend and translate business systems or application requirements in a meaningful and functional manner.
• Ability to apply system development methodologies to oversee systems modifications and initiatives.
• Ability to use logic and critical thinking to address issues efficiently and effectively.
• Ability to adapt to new information and scenarios and understand the implications of those changes.
• Knowledge of fundamental concepts, system design, relationships between various elements of the overall solution.
• Familiarity with using and interpreting data structures and relationships.
• Ability to understand how change management methodology aligns with and enhances project management and implementation.
• Ability to lead, encourage and influence others to perform.
• Ability to perform essential functions with or without reasonable accommodation.

A degree is not required. However, at least 3+ years of experience applying the outlined knowledge, skills, and abilities in a similar role may be considered.