Document Specialist Job Description

Document Specialists work in a wide range of industries and provide a range of services. Although their methods may vary depending on the type of organization they work for, their job remains essentially the same: to maintain a business’ documents by managing the storage, archiving and retrieval of them. They may also perform document control by reviewing or editing documents prior to them being sent to clients or archived.

Document Specialists may work as part of a documents team or may specialize in a particular type of document such as contracts or medical documentation. The Bureau of Labor Statistics does not report specifically on Document Specialists, they do, however, project Medical Records and Health Information Technicians to see a job growth rate of 15 percent through 2024. It will create about 29,000 jobs in these fields during this period. Due to the similarity of these jobs, Document Specialists can expect to see a similar increase in job opportunities.

 

Document Specialist Duties and Responsibilities 

The type of organization a Document Specialist works for will determine their particular responsibilities, however, there are several main duties all Document Specialists perform. A review of current job listings identified the following primary tasks and responsibilities.

Input Data

Most Document Specialists will perform some type of data entry as part of their job. This may be as simple as adding numbers to a spreadsheet or may involve word processing and typing skills. This may be a small part of the job, a large part, or even the majority of the Document Specialist’s responsibilities.

Maintain Data

Keeping data organized, safe and available is one of the main tasks of the Document Specialist. This may involve maintaining paper files, electronic files, or even databases. Inputting, organizing, and retrieving information from these systems is part of a Document Specialist’s job. They may be providing information to customers or gathering data for management. They may be required to simply print the necessary information or may be asked to compile reports or statistics to best display the data.

Manage Documents

Document Specialists often must edit or review documents. This is especially true when working in specialized areas like a bank’s loan department, in a medical facility or an organization’s contract division. If a Document Specialist has an area of expertise, they will most likely use that experience to perform document control.

Provide Administrative Assistance

Document Specialists may find part of their day dedicated to the administrative aspects of the business. This may include filing, scanning, faxing, composing correspondences, data entry, preparing mail, and ordering supplies. Document Specialists may answer phone lines, create reports, maintain records, and conduct research as well. The list of possible administrative duties is endless, but remember the job will be the deciding factor on which of these are performed.

 

Document Specialist Skills

A Document Specialist should be highly organized and work well in fast-paced environments. Their communication skills should be excellent and they must be able to multitask. Reliability and attention to detail are also important traits. In addition to these traits, employers look for applicants with the following skillset.

Core skills: Based on job listings we looked at, employers want Document Specialist with these core skills. If you want to work in Document Specialist, focus on the following.

  • Proficient in computer software programs such as, word processors, spreadsheet programs, and database systems
  • Basic analytical experience
  • Proficient typing skills
  • Data organization and storage knowledge

Advanced skills: While most employers did not require the following skills, multiple job listings included them as preferred. Add these to your skillset and broaden your career options.

  • Bachelor’s degree

 

Document Specialist Resources

There are some helpful and informational resources available on the Web for those interested in working in Document Specialist. We scoured the internet and found these links full of learning opportunities and the latest industry news.

On the Web

Document Manager – This UK-based magazine is designed for those working in document management professions. It is a great source of jobs tips and industry news.

Document Specialist Books

The Clinical Documentation Improvement Specialist’s Handbook – A handbook for Document Specialists working in clinical settings with medical records.

Information and Records Management: Document-Based Information Systems – This book is considered one of the best in the field for the latest strategies and techniques in the records and information industries.

Industry Groups

American Association of Professional Coders – A professional organization for Document Specialists working in the healthcare fields specializing in medical records and health information.

International Association of Administrative Professionals – Founded in 1942, IAAP offers individuals working in offices and administrative positions the opportunities to network, learn, and grow by providing assistance and programs to its members.

 

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