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Filing Manager Jobs in Madison, AL (NOW HIRING)

AeroVironment

Contracts Manager

Huntsville, AL

$87K - $117K/yr

As a Contracts Manager you will partner closely with cross-functional teams, including legal ... Oversee maintenance of accurate files for each contract which will include original contract, all ...

AeroVironment

Contracts Manager

Huntsville, AL · Hybrid

$87K - $117K/yr

As a Contracts Manager you will partner closely with cross-functional teams, including legal ... Oversee maintenance of accurate files for each contract which will include original contract, all ...

Geeks and Nerds

Office Manager

Huntsville, AL · On-site

Manage calendars, schedule meetings, and coordinate appointments for executives * Prepare and edit ... Maintain filing systems, both physical and digital, ensuring easy access to records * Arrange ...

Geeks and Nerds

Office Manager

Huntsville, AL · On-site

Manage calendars, schedule meetings, and coordinate appointments for executives * Prepare and edit ... Maintain filing systems, both physical and digital, ensuring easy access to records * Arrange ...

Geeks and Nerds

Office Manager

Huntsville, AL

Manage calendars, schedule meetings, and coordinate appointments for executives * Prepare and edit ... Maintain filing systems, both physical and digital, ensuring easy access to records * Arrange ...

Geeks & Nerds

Office Manager

Huntsville, AL · On-site

Manage calendars, schedule meetings, and coordinate appointments for executives * Prepare and edit ... Maintain filing systems, both physical and digital, ensuring easy access to records * Arrange ...

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Filing Manager information

What is the 3 month rule for jobs?

The 3 month rule for a Filing Manager typically refers to a probationary period of three months during which employee performance and fit are evaluated. This period allows employers to assess skills, accuracy, and reliability before confirming permanent employment or considering further training. It is common for job roles to have such trial periods to ensure suitability for the position.

What does a Filing Manager do?

A Filing Manager oversees the organization, storage, and retrieval of documents within an office or organization. They are responsible for maintaining an efficient filing system, ensuring documents are accurately labeled, stored, and easily accessible. Filing Managers may supervise a team of clerks, implement document management systems, and ensure compliance with data security and retention policies. Their work is essential for keeping records orderly and supporting the smooth operation of office functions.

What is the difference between Filing Manager vs Records Coordinator?

AspectFiling ManagerRecords Coordinator
CredentialsHigh school diploma or equivalent; experience in filing systemsHigh school diploma; often additional certification in records management
Work EnvironmentOffice settings, managing physical and digital filing systemsOffice or administrative settings, handling record organization and retrieval
Employer & IndustryBusinesses, healthcare, legal, government agenciesCorporate offices, healthcare facilities, legal firms
Search & Comparison IntentUnderstanding roles in document managementClarifying responsibilities in records organization

The Filing Manager primarily oversees the organization and maintenance of physical and digital filing systems within organizations, ensuring efficient document retrieval. Records Coordinators focus on managing and organizing records, often with a broader scope including compliance and data accuracy. Both roles are vital in document management but differ slightly in scope and responsibilities.

What does a file manager do?

A filing manager is responsible for organizing, maintaining, and retrieving physical or digital files within an organization. They ensure that documents are properly labeled, stored securely, and easily accessible, often using filing systems or management software. Strong organizational skills and attention to detail are essential for this role.

What are the key skills and qualifications needed to thrive as a Filing Manager, and why are they important?

To thrive as a Filing Manager, you need strong organizational skills, attention to detail, and experience with records management, often supported by a background in office administration. Familiarity with document management systems (DMS), digital archiving tools, and occasionally certifications like Certified Records Manager (CRM) are typically required. Excellent time management, communication, and problem-solving abilities help you efficiently oversee filing systems and coordinate with staff. These skills are crucial for maintaining accurate records, ensuring compliance, and supporting smooth operations within an organization.

What are some common challenges faced by a Filing Manager, and how can they be effectively addressed?

Filing Managers often encounter challenges such as maintaining accuracy in large volumes of documents, ensuring proper classification, and keeping up with both physical and digital filing systems. Staying organized and implementing clear, consistent filing protocols can help address these issues. Utilizing document management software and regularly training team members on best practices are effective strategies to prevent misfiling and maintain compliance with data retention policies. Open communication with other departments also helps Filing Managers anticipate and manage surges in document flow.

What job makes $1,000,000 a year?

Filing managers typically do not earn $1,000,000 annually. High-earning roles that can reach this level include CEOs, investment bankers, and successful entrepreneurs, often requiring extensive experience, leadership skills, and significant responsibility. Such salaries are usually associated with executive positions or business ownership rather than standard managerial roles.

What manager jobs make the most money?

Among management roles, executive positions such as Chief Executive Officer (CEO), Chief Operating Officer (COO), and Chief Financial Officer (CFO) tend to have the highest salaries. Other high-paying management jobs include IT managers, engineering managers, and sales managers, especially in large organizations or specialized industries. Salaries often depend on experience, industry, and company size.
What are the most commonly searched types of Filing jobs in Madison, AL? The most popular types of Filing jobs in Madison, AL are:
What cities near Madison, AL are hiring for Filing Manager jobs? Cities near Madison, AL with the most Filing Manager job openings:
Filing Manager jobs near you

Administrative Specialist, Office of Financial Affairs

National Guard Employment Network

Huntsville, AL • On-site

Other

Posted 14 days ago

Job description


The Administrative Specialist, Office of Financial Affairs, plays a crucial role as an operational partner to the CFO and the Director of Financial Planning & Analysis. This position supports the daily operations of our busy and high-profile finance offices. The role includes a significant blend of a high level of administrative support and budget management tasks, such as preparing and monitoring budget requests, reconciling expenses, and assisting with financial reporting.
Key Responsibilities include
Provide high-level administrative support and coordinate the daily operations of the Financial Affairs Office and Financial Planning & Analysis (FP&A) department.
  • Effectively manage both complex and routine administrative tasks while demonstrating a solid understanding of office procedures and practices. This includes managing calendars, prioritizing projects, following up on issues, and performing related activities.
  • Act as a liaison on behalf of the CFO with internal university departments and external entities, which may include state and federal legislators or other high-profile public figures and dignitaries.
  • Manage phone calls and greet visitors to the Financial Affairs Office and FP&A; address inquiries or refer them to the appropriate offices or individuals.
  • Prepare memoranda, letters, and other related correspondence for the office.
  • Coordinate the compilation and distribution of all division policies following UAH procedures and established protocols.
  • Prepare and coordinate agenda items, resolutions, or correspondence for the Board of Trustees Finance Committee, ensuring that all necessary signatures and approvals are obtained.
  • Review and respond to correspondence from the UA System Office or other officials, including internal and external audit firms, on behalf of the CFO.
  • Evaluate requests for meetings and facilitate logistics for presentations, events, and conferences, including room setup and refreshments.
  • Maintain audio-visual technology and equipment for web-based and audio conference meetings.
  • Schedule appointments for the CFO and FP&A Director, coordinating times and locations for out-of-office meetings, and assemble requested files, agendas, and materials for inclusion.
  • Plan travel itineraries for the CFO and FP&A Director as needed, making transportation and lodging arrangements, and assisting with the processing of reimbursements.
  • Manage the office filing system, including confidential records and documents, as well as inventory.
  • Coordinate the preparation, distribution, and tracking of annual, quarterly, and ad hoc budget requests on behalf of the CFO and Director of FP&A.
  • Compile and maintain budget-to-actual reports, identifying variances and organizing findings for leadership review and distribution.
  • Gather and organize budget data from internal departments and system sources to support financial planning cycles.
  • Proactively monitor, reconcile, and manage department expenses; process payables, reconcile P-Card purchases, expenditures, etc., for the CFO and Director of Financial Planning and Analysis.
  • Assist in the preparation of financial presentations, executive summaries, and supporting schedules for leadership and the UA System Office.
  • Monitor budget timelines and deadlines, proactively communicating status updates and outstanding items to the CFO and Director of FP&A.
  • Maintain organized and accurate records of all purchasing, budgetary, and financial activity to support audit readiness and reporting.
  • Leverage AI productivity tools and advanced Excel capabilities to improve the efficiency and quality of financial reporting, budget tracking, and data organization.
  • Act as a trusted internal collaborator who understands the priorities and preferences of supported leaders, providing follow-up and administrative amplification for key financial initiatives across the division.

Minimum Requirements
• Bachelor's degree or an equivalent combination of education and years of experience
• 5 or more years of full-time, verifiable professional work experience (of which should include providing high - level administrative support to senior or executive management)
• Must have budgeting experience or financial operations, such as preparing or tracking budgets, reconciling expenses, processing requisitions, or a working knowledge of and participation in financial reporting cycles
• Must be proficient with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint), calendaring software, and digital file management; advanced Excel proficiency required (pivot tables, XLOOKUP, financial formulas).
• Demonstrated experience using AI productivity tools (e.g., Microsoft Copilot, ChatGPT, or similar) in a professional work environment.
• Excellent verbal and written communication skills.
• Proven ability to manage multiple tasks, track deadlines, and support complex scheduling needs.
• Self-starter with a willingness to take ownership of assignments and follow through with minimal supervision.
*Please include a cover letter with the resume file (upload one file for both).
Desired Qualifications
• Higher education experience preferred
• Experience supporting multiple executives or administrators simultaneously
• Ability to create polished slide decks, formatted documents, and basic visual aids for meetings
• Experience with budget reporting, variance analysis, and financial data organization
• Familiarity with Oracle Cloud ERP or similar enterprise financial systems
• Demonstrated ability to remain flexible in a fast-paced or evolving environment

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