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Documentation Specialist Job Description Template

Job Description Template

Documentation Specialist Job Description Template

June 13, 2023

Documentation Specialist Job Description Template

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What is a Documentation Specialist?

Documentation Specialists are highly-organized professionals responsible for preparing and managing the company’s documentation and records.

They work in various industries to label, sort, and categorize spreadsheets, databases, reports, invoices, inventory documents, and other files.

They also ensure the accuracy and integrity of the company’s documentation, implement a long-term storage strategy, adhere to the company’s documentation standards and requirements, and assist with internal and external documentation audits.

Related Job Titles for Documentation Specialist

The Top Documentation Specialist Skills

Skill Why it's important
Writing Documentation Specialists must have excellent writing skills to articulate information correctly and precisely by using proper grammar, formatting, style, and punctuation. They must be able to write and prepare documents that are easily understood by other employees, avoid confusion, and ensure the overall quality of the documentation.
Organization Being well-organized is crucial for Documentation Specialists. Effective organization and time management help them successfully administer and maintain large portions of documents, prioritize tasks, meet deadlines, and ensure the timely delivery and submission of various documents. Organization also helps them reduce delays and ensure the availability of documents when needed.
Attention To Detail Document Specialists are required to have exquisite attention to detail. Paying close attention to detail helps them meticulously review documentation and ensure its accuracy and precision. Also, attention to detail is useful for noticing and correcting any errors, inconsistencies, and formatting issues in documentation.
Communication Communication helps Documentation Specialists effectively collaborate with other employees, stakeholders, and clients. They use communication to accurately explain complex documentation matters, answer questions, and listen carefully. Communication also helps them gather the necessary information and incorporate it into the relevant documentation.
Research Documentation Specialists use research to ensure the correctness and accuracy of documentation. Thorough research helps them gather relevant information from various sources and create comprehensive documents. Also, research helps them ensure their work is up-to-date, reliable, and precise.

Documentation Specialist Job Description Template (Free)

We are hiring a Document Specialist to be in charge of the company’s overall documentation processes. You will prepare and manage the company’s spreadsheets, databases, reports, invoices, purchase orders, and other files by utilizing various filing systems. Your job will also include writing, editing, and formatting documents, reviewing the company’s regulations to ensure documents meet relevant needs, and implementing an effective storage strategy.

Additionally, you will ensure the consistency, integrity, completeness, and accuracy of the company’s documentation, label, sort, and categorize files to ensure easy usage and retrieval, control access to documentation storage, and remove obsolete documents. Ultimately, you will assist with internal and external document audits and provide additional administrative support when needed.

To become our new Documentation Specialist, you should have outstanding verbal and written communication, attention to detail, organization, and research skills.

Documentation Specialist Duties & Responsibilities:

  • Prepare, manage, and maintain the company’s documentation and records, such as spreadsheets, databases, reports, invoices, purchase orders, etc
  • Assist with writing, editing, and formatting documentation
  • Utilize the company’s filing system to manage inventory documents, travel logs, project plans, and other files
  • Review the company’s regulations to create documentation that meets the company’s needs and standards
  • Coordinate with other departments to ensure they submit the necessary documentation accurately and timely
  • Establish and implement a long-term storage strategy
  • Ensure the consistency of documentation practice across the company
  • Label, categorize, and sort documents to ensure easy usage and retrieval
  • Assist with internal and external documentation audits
  • Provide additional administrative support by answering phones and reviewing reports
  • Serve as a primary contact for document retrieval and other related actions
  • Control access to document storage and remove obsolete documents

Documentation Specialist Requirements:

  • Bachelor’s degree in business administration, communications, or a related discipline
  • Previous working experience as Documentation Specialist or a similar role
  • Relevant training or certification for Documentation Specialists may be required
  • Proficiency with MS Office, web-based applications, and other management tools
  • Experience with writing, editing, and managing technical documents
  • Outstanding organizational and time management
  • Superb verbal and written communication
  • Meticulous attention to detail
  • Excellent research skills

Accounting Specialist Interview Questrions

Sample Interview Questions for a Documentation Specialist

Once you gather up all the received applications, you can use these sample interview questions for Documentation Specialist with Scorecard.

  1. Can you tell us how you usually spend your free time?
  2. What are your three greatest strengths and weaknesses?
  3. Have you always wanted to become a Documentation Specialist?
Human Resources
  1. What can you tell us about your formal education related to this role?
  2. Is there a specific reason why you want to work for our company?
  3. Given your previous working experience, what are your salary expectations?
  1. Can you briefly describe your process of managing and organizing the company’s documents?
  2. How do you ensure consistency and adherence to the document standards across different departments?
  3. Could you give us an example of when you had to effectively and promptly change the existing document due to the update in regulations?
Technical Skills and Knowledge
  1. What methods do you use to ensure the accuracy and completeness of your work?
  2. How have you used various filing systems and software in your previous roles?
  3. How do you collaborate with technical stakeholders, engineers, and other experts to gather relevant information?

What are the Educational Requirements for a Documentation Specialist?

In general, the majority of employers prefer candidates with a Bachelor’s degree in business administration, English, communications, technical writing, or a related field.

However, educational requirements for Documentation Specialists may vary depending on the industry.

Some employers would require additional training or certification for fields like healthcare, engineering, etc.

Also, Documentation Specialists typically need a previous experience with technical writing and documentation management.

Proficiency in relevant documentation tools and software can also come in handy.

How Much to Pay a Documentation Specialist when Hiring

Documentation Specialists earn between $21,120 and $69,000 per year.

Their median annual salary is $47,818.

Hourly rates range from $11 to $33.

The median hourly rate is $23.

Percentile 10% 25% 50%
75% 90%
Hourly Wage $11 $17 $23 $27 $33
Annual Wage $21,120 $36,000 $47,818 $56,500 $69,000

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Frequently Asked Questions about Documentation Specialist


What do Documentation Specialists do?

Documentation Specialists are responsible for managing and maintaining the company’s overall documentation processes.

They manage spreadsheets, records, invoices, databases, and other files, ensure their accuracy, integrity, and completeness, and establish and implement long-term storage strategies.

Where do Documentation Specialists work?

Documentation Specialists can work in various industries, such as technology, healthcare, financial and banking institutions, manufacturing, engineering, research institutions, etc.

What are the crucial skills for Documentation Specialists?

Documentation Specialists should have exceptional verbal and written communication, organizational, attention to detail, and research skills.

What are the educational requirements for Documentation Specialists?

Educational requirements for Documentation Specialists can vary dispensing on the field and industry.

Some of the general degrees include business administration, communications, technical writing, etc.

Similar Job Descriptions as Documentation Specialist

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