Document specialist job responsibilities may vary with the industry, and with the methods used to store and retrieve documents. Document specialists are responsible for storing data and records for document retrieval and archives. Business documents are used to standardize production of goods and services, and can become legal documents to ensure company compliance to internal and external policies and procedures.
Responsibiities
Documentation specialists are responsible for maintenance of company documents. They are responsible for storage, cataloging and retrieval of documents. They maintain the integrity of working documents and update documentation when revised. They maintain systems for document storage and retrieval, and help train employees on efficient system usage. They are also responsible for document security, for assigning access, and for removing and destroying obsolete documents.
Skills
Document specialists must be detail-oriented and able to work with a high volume of documents in a fast-paced environment. They have to be highly organized and process-oriented. They must have excellent oral and written communications skills to interact with all levels of an organization. They must have excellent listening skills, and be able to handle multiple requests while detailing document activity.
Work Habits
Document specialists must be able to work independently and in a team environment. They must have strong attention to detail. They must be able to focus on a task and follow a precise process to the conclusion. Document specialists also must be self-auditing and have high quality standards
Physical Requirements
Document storage and retrieval may require lifting boxes of documents, carrying documents from one place to another, and storing boxes on shelves or in file cabinets. Handling documents requires repetitive motion. Document specialists use a variety of scanning and computer equipment, requiring good reading, understanding and writing ability. They should have good keyboarding skills and manual dexterity.