4 min read

Documentation Specialist Job Description and Top Skills

Team Glider

Updated on February 25, 2024

What is a Documentation Specialist?

A Documentation Specialist is responsible for creating, organizing, managing, and maintaining documentation related to organizational processes, procedures, policies, and regulatory requirements. Documentation Specialists ensure that documents are accurate, up-to-date, and compliant with internal standards and external regulations, facilitating effective communication, decision-making, and operational excellence across the organization.

Documentation Specialist Job Description

Are you meticulous, detail-oriented, and passionate about ensuring accuracy and compliance in documentation processes? If so, we’re looking for dedicated individuals to join our team as Documentation Specialists. As essential members of our organization, successful candidates will play a critical role in creating, managing, and maintaining documentation to support regulatory compliance, quality assurance, and operational efficiency.

As a Documentation Specialist, you will have the opportunity to collaborate with cross-functional teams, contribute to process improvements, and support organizational goals by ensuring that documentation practices meet quality standards and regulatory requirements.

The ideal candidate will possess excellent organizational skills, strong attention to detail, and the ability to work effectively in a dynamic, fast-paced environment.

What Does a Documentation Specialist Do?

Document Creation and Management:

  • Create, review, edit, and format documents, including standard operating procedures (SOPs), work instructions, manuals, forms, templates, and reports, ensuring accuracy, clarity, and compliance with established guidelines and standards.

Document Control and Versioning:

  • Establish and maintain document control processes, including version control, document tracking, distribution, and archival, to ensure that documents are current, accessible, and properly managed throughout their lifecycle.

Regulatory Compliance:

  • Ensure that documentation practices comply with regulatory requirements, industry standards, and best practices, such as ISO standards, FDA regulations, GDPR, and other relevant regulations, by staying informed about regulatory changes and updates.

Quality Assurance:

  • Conduct quality reviews and audits of documents to identify errors, inconsistencies, and non-compliance issues, and recommend corrective actions and improvements to enhance document quality and integrity.

Collaboration and Communication:

  • Collaborate with cross-functional teams, including subject matter experts (SMEs), project managers, quality assurance professionals, and regulatory affairs specialists, to gather information, review documents, and facilitate document approvals and revisions.

Training and Documentation Support:

  • Provide training and support to employees on documentation processes, systems, and tools, ensuring that staff members understand document requirements, procedures, and best practices for creating and managing documentation.

Document Retrieval and Retrieval:

  • Establish document retrieval systems and procedures to facilitate easy access, retrieval, and distribution of documents, ensuring that authorized personnel can locate and retrieve documents quickly and efficiently as needed.

Continuous Improvement:

  • Identify opportunities for process improvements, automation, and efficiency gains in documentation processes, systems, and workflows, and implement solutions to enhance productivity, accuracy, and compliance.

How Much Do Documentation Specialists Make?

The average documentation specialist salary in the USA is $56,309 per year or $27.07 per hour. Entry level positions start at $40,939 per year while most experienced workers make up to $91,720 per year.

Skill Requirements

  • Organizational Skills: Documentation Specialists must possess strong organizational skills to manage multiple documents, versions, and revisions effectively, ensuring that documentation processes are streamlined and efficient.
  • Attention to Detail: Documentation Specialists should have strong attention to detail to review, edit, and format documents accurately, identifying errors, inconsistencies, and non-compliance issues, and ensuring document quality and integrity.
  • Regulatory Knowledge: Documentation Specialists should have a solid understanding of regulatory requirements, industry standards, and best practices governing documentation processes, such as ISO standards, FDA regulations, GDPR, and other relevant regulations.
  • Communication Skills: Documentation Specialists must have strong communication skills to collaborate effectively with cross-functional teams, convey information clearly and accurately, and facilitate document reviews, approvals, and revisions.
  • Technical Proficiency: Documentation Specialists should be proficient in document management systems, word processing software, spreadsheets, and other relevant tools and technologies used to create, format, manage, and distribute documents.
  • Problem-Solving Skills: Documentation Specialists should have strong problem-solving skills to identify issues, analyze root causes, and recommend solutions to address documentation-related challenges, such as compliance gaps, process inefficiencies, and quality issues.

Example KPIs for a Documentation Specialist

  • Document Accuracy and Integrity: This KPI measures the accuracy and integrity of documents, assessing the frequency and severity of errors, inconsistencies, and non-compliance issues, and tracking corrective actions and improvements to enhance document quality.
  • Document Control and Versioning Compliance: This KPI evaluates compliance with document control processes, including version control, tracking, distribution, and archival, measuring adherence to established guidelines, standards, and regulatory requirements.
  • Regulatory Compliance Monitoring: This KPI monitors regulatory compliance in documentation processes, systems, and workflows, assessing alignment with applicable regulations, standards, and best practices, and identifying areas of non-compliance and risk.
  • Document Retrieval and Accessibility: This KPI tracks document retrieval and accessibility metrics, such as searchability, retrieval time, and access permissions, to ensure that authorized personnel can locate and retrieve documents quickly and efficiently as needed.
  • Training Effectiveness and Adoption: This KPI measures the effectiveness and adoption of training programs for documentation processes, systems, and tools, assessing staff members’ understanding, proficiency, and compliance with document requirements and procedures.

How Can Glider AI Help You with Hiring a Documentation Specialist?

Glider’s recruitment platform is designed to streamline the hiring process for Documentation Specialists by prioritizing competency over credentials. Utilize Glider AI Skill Intelligence™ to identify top-quality candidates, streamline candidate screening, and ensure a mobile-first, candidate-friendly experience.

Go ahead and spotlight your Documentation Specialist with Glider AI today!

Schedule a Demo or contact us at info@glider.ai


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