Documentation Specialist Job Description

Finding qualified, reliable individuals to join your staff is an essential step in growing your business. We’re here to make the hiring process as easy as possible for you. In this guide, we’ll cover all of the following:


WHAT TO INCLUDE IN A JOB DESCRIPTION

A good job description should include a company overview and job overview, as well as an explanation of the associated responsibilities, skills & qualifications, and work environment. Below are some general guidelines for writing each of these sections effectively.

1. COMPANY OVERVIEW

Providing an accurate, concise description of your business is a great way to attract the right employees. Think of this section as an advertisement for your company -- why should prospective employees want to join your team?

Some useful things to include here are:

  • Core company values
  • Mission statement
  • Brief history of your organization
  • Anticipated growth
  • Business goals

 

2. JOB OVERVIEW

In a few sentences, describe the purpose, importance, and fundamental qualities of the position being offered. No need to be too specific or comprehensive here -- the idea is to provide a zoomed-out image of the role the applicant would be filling in your company.

3. RESPONSIBILITIES

This is where you’ll outline the specific day-to-day responsibilities of the job. Bullet-point format is typically the most practical way to present this information.

4. NECESSARY SKILLS & QUALIFICATIONS

List in bulleted format the skills & qualifications that are absolutely essential to this position. Consider as many specific conditions of the job as possible in order to create a complete list of qualifications an applicant must have in order to succeed.

5. PREFERRED SKILLS & QUALIFICATIONS

List in bulleted format the skills & qualifications that are not essential, but would make an applicant more eligible for the position being offered.

6. WORK ENVIRONMENT

Describe the environment in which the applicant would be spending most of their time. In this description, include information about:

  • Company culture
  • Pace of work
  • Amount of collaborative vs. independent activity
  • Who the employee will report to (or vice versa)

Documentation Specialist Job Description

Below is our documentation specialist job description. You can post it as-is to an online job board like ZipRecruiter, or download and customize it to match the unique aspects of your business. Keep in mind that adding a custom company overview and description of the work environment (outlined above) will help you draw in the right applicants.

Documentation Specialist Job Description

Job Overview:

Our documentation specialist will manage and organize the many documents that flow in and out of the business. They’re expected to archive all paperwork so it’s easy to both find and retrieve. We need our documentation specialist to be exceptionally meticulous. They may be asked to edit documents for clients, input data, or review paperwork for potential errors. We also need them to be strong multi-taskers when on the job. From preparing special reports to updating spreadsheets, they may be asked to perform a number of administrative duties throughout the day.

Responsibilities:

  • Manage and organize all digital and physical documentation
  • Prepare, review, and edit client paperwork
  • Ensure the integrity and accuracy of all paperwork
  • Develop a high-level filing system  
  • Teach departments new documentation procedures and policies
  • Archive all documents in an organized fashion
  • Create intuitive categories and divisions for all documentation
  • Perform various administrative tasks throughout the day
  • Comply with all privacy and security regulations

Necessary Skills & Qualifications:

  • At least 1 year in an administrative role
  • Familiarity with common office software (e.g., databases, spreadsheets, etc.)
  • Excellent organizational skills
  • Clear written and verbal communication
  • Proven success with common filing strategies
  • Outstanding typing skills
  • High school diploma (or equivalent)

Preferred Skills & Qualifications:

  • Bachelor’s degree in a business-related discipline
  • Proven success creating a high-level filing system
Recommended action box icon

Create a free account with ZipRecruiter to post this job description to their online job board.

Post to ZipRecruiter

3 STEPS TO TAKE WHEN HIRING EMPLOYEES

ENSURE LEGAL COMPLIANCE

Hiring employees can be an intimidating and time-consuming process, but it doesn’t have to be. We’ve created a hiring compliance checklist to help you get over the legal hurdles with ease. From obtaining an Employer Identification Number (EIN) to confirming work eligibility, our guide covers everything you need to know.

SET UP PAYROLL

Even if your business only has a few employees, setting up a payroll service can save you time for running your business and also ensure that your company is compliant with important federal requirements, such as employee withholding.

Recommended action box icon

We recommend Gusto, a user-friendly payroll platform for small businesses. Try out their services and get one month free.

Sign up now

ACQUIRE WORKERS' COMP INSURANCE

Workers’ compensation insurance provides financial and legal protection for your business and its employees.

Whether or not you need workers’ comp insurance for your company depends on the nature of the job, the employer-employee relationship, and the unique regulations of your state.

Recommended action box icon

Find out how much the right insurance will cost you.

GET A QUOTE