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Description

Summary/Objective

The Documentation & Policy Analyst supports ACA's Compliance Program by administering and enhancing compliance governance activities, policy and procedure management processes, customer communication governance, and document management controls. The role serves as a primary owner of assigned governance administration processes and document governance controls within the Compliance Management System.

The position operates with limited supervision and exercises independent judgment in evaluating documentation, identifying governance risks, coordinating cross-functional stakeholders, managing competing priorities, and supporting implementation of governance-related initiatives. The role partners with Compliance leadership, Operations, Legal, Risk, and other business stakeholders to promote effective governance practices and maintain compliance program effectiveness.

Essential Functions

Customer-Facing Template Document Governance:

- Support development, review, approval, publication, revision, and decommissioning of customer-facing template documents in accordance with established governance and document management processes.
- Review customer-facing communications for adherence to approved templates, governance standards, and established compliance requirements.
- Coordinate stakeholder review and approval of new or revised templates by gathering feedback, tracking approvals, documenting final decisions, and maintaining records of changes, effective dates, and version history.
- Partner with departments to confirm teams are using current and approved customer-facing templates and to identify workflow, documentation, and version control improvements.
- Support periodic assessments of communication inventories to ensure customer-facing materials remain current, accurate, and properly governed.

Compliance Policy and Procedure Governance:

- Conduct substantive reviews of policies and procedures to assess completeness, clarity, consistency, and alignment with applicable laws, regulations, regulatory guidance, internal requirements and established governance standards, identify gaps, inconsistencies, and opportunities for improvement and coordinate with appropriate stakeholders to address identified issues.
- Enforce standardized templates, drafting guidance, and quality standards for Compliance policies and procedures to promote consistency, clarity, appropriate documentation, and alignment with regulatory and organizational expectations.
- Administer the policy and procedure lifecycle by monitoring review and expiration dates, tracking document status, coordinating stakeholder follow-up, identifying overdue or unresolved items, recommending escalation where appropriate.
- Oversee publication and maintenance of Compliance policies and procedures, including access, permissions, platform licenses, document versioning, and decommissioning activities as applicable.
- Perform periodic reviews of the policy and procedure framework to identify recurring gaps, inconsistencies, outdated practices, or opportunities to improve regulatory alignment, usability, and governance effectiveness. Recommend enhancements to templates, processes, controls, and supporting technology based on identified trends.
- Analyze policy management metrics, review results, user feedback, and governance trends to support leadership reporting, process improvement, and system enhancement prioritization.
- Provide guidance and ongoing support to users on platform functionality, document management processes, and applicable compliance governance requirements.

Compliance Governance & Program Support:

- Serve as a governance resource to Compliance and business stakeholders by interpreting established governance requirements, providing guidance on documentation standards and expectations, partnering with Legal and other subject matter experts as appropriate, and supporting implementation of Compliance Program initiatives.
- Coordinate and facilitate recurring Compliance governance activities, including meeting materials, governance records, approvals, decisions, action items, and follow-up activities.
- Maintain governance tracking systems, action item inventories, approval records, and supporting documentation in a manner that promotes accountability, auditability, and effective oversight.
- Analyze governance records, committee decisions, action items, and related information to identify trends, process gaps, documentation deficiencies, emerging risks, and opportunities for improvement or escalation.
- Prepare governance reporting, metrics, dashboards, and status updates that provide Compliance leadership with visibility into governance activities, risks, open items, trends, and improvement opportunities.
- Support Compliance examinations, audits, regulatory inquiries, and requests for information involving governance documentation, customer communications, policies, procedures, or related evidence.
- Support Compliance projects and initiatives by coordinating stakeholders, monitoring deliverables, tracking progress, identifying dependencies and risks, and communicating status and recommendations to management.
- Exercise independent judgment in evaluating governance and documentation exceptions, prioritizing assigned activities, determining appropriate escalation paths, and recommending corrective actions or process improvements to management.
- Identify and support opportunities to enhance governance processes, reporting capabilities, document controls, stakeholder workflows, and the overall effectiveness of the Compliance Management System.

Other Duties

Perform additional responsibilities as assigned to support departmental and organizational objectives.

Core Competencies

- Effective Communication
- Influencing Others
- Judgment
- Results Focus
- Problem Solving
- Continuous Improvement

Basic Qualifications

- Bachelor's degree and 2+ years of applicable experience preferred.
- Experience in consumer finance, financial services, compliance, risk, audit, legal operations, document governance, or a related discipline preferred.
- Excellent analytical skills, strong attention to detail, and the ability to evaluate information, identify risks or process gaps, and recommend practical solutions.
- Ability to work independently, exercise sound judgment, manage multiple priorities, and drive assigned work to completion with limited supervision.
- Strong organizational and project management skills with the ability to manage competing deadlines and maintain clear tracking and accountability.
- Ability to comprehend policies, regulations, laws, governance standards, and document management requirements and apply them within established processes.
- Ability to work collaboratively with Compliance leadership, operating departments, Legal, Risk, and other business partners.
- Excellent written and verbal communication skills, including the ability to summarize information clearly for internal and external parties.
- Proficient in Microsoft Office, including Outlook, Word, Excel, and PowerPoint, with the ability to learn and administer new systems.

Supervisory Responsibility

This position has no supervisory responsibilities.

Work Environment and Physical Demands

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, and fax machines. Must be able to sit at a desk and work on a computer or phone for extended periods of time.

Position Type/Expected Hours of Work

This is a full-time position with a work schedule of Monday-Friday, with some schedule variations as needed.

Travel

Up to 10% as needed

EEO Statement
ACA provides equal employment opportunities (EEO) to all applicants for employment without regard to race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, disability, genetic information, marital status, amnesty, or status as a covered veteran in accordance with applicable federal, state and local laws. ACA complies with applicable state and local laws governing non-discrimination in employment in every location in which the company has facilities.

California Privacy Notice

As an employer of California residents, we are dedicated to protecting your privacy rights. Any personal information you provide during the application process will be used solely for permitted internal purposes and will be handled in accordance with applicable privacy laws. By applying to this position, you consent to the collection, use, and disclosure of your personal information as described in our Employee Privacy Notice.