What Does a Document Control Specialist Do?
Document control specialists store, manage, and track records and documents for government agencies and engineering firms. They also ensure that those documents are accurate and maintain their quality and integrity. A document control specialist makes sure their organization follows document retention policies and retrieves those documents upon request. They also archive inactive records and documents.
A document control specialist needs to be detail-oriented. Many document control specialists are responsible for checking contracts between their organization and clients word for word to make sure both parties have the same information. Document control specialists must also utilize the computer software used to manage the organization’s documents. They may act as the administrator and make sure the system works as intended while notifying the IT department of any issues.
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National Average Salary
Document control specialist salaries vary by experience, industry, organization size, and geography. To explore salary ranges by local market, please visit our sister site zengig.com.
The average U.S. salary for a Document Control Specialist is:
$63,010
Document Control Specialist Job Descriptions
Crafting the perfect job description may be the key to finding an exceptional document control specialist. To help you with your recruiting search, our team has put together some examples from past openings.
Example 1
Document control specialists are responsible for providing professional and efficient clerical support to our team, which would include receiving, reviewing, categorizing, scanning, filing, and tracking documents using our company’s classification and organization systems. This position needs to be extremely detail-oriented, have knowledge of inbound communications, and be familiar working with documents of confidential nature, such as HIPAA procedures or company-specific proprietary information. If you have experience indexing batches of data, are able to organize and recall sensitive information, and have knowledge of legal requirements, this could be the position for you.
Typical duties and responsibilities
- Work with clients, contractors, vendors, and internal stakeholders to issue and transmit requested documents
- Develop procedures for transferring digital files to the Document Management System (DMS) library
- Ensure that document management processes meet legal requirements
- Convert selected hard copy files to electronic format
- Train and assist team members in the use of document management software
- Retrieve documents in storage areas upon request
- Respond to requests for documents and distribute them as needed
Education and experience
This position requires a high school diploma or equivalent. Employers typically prefer candidates with an associate or bachelor’s degree, especially in areas such as construction management, business administration, library science, or a related field.
Required skills and qualifications
- Knowledge of records management procedures and standards
- Excellent verbal and written communication skills
- Proficient in Microsoft Office Word and Excel
- Detail-oriented
Preferred qualifications
- Bachelor’s degree in science or related field
- Bilingual
- 2+ years of experience as a document control specialist
Example 2
Duties and responsibilities
- Performs administrative duties in support of the Documentation department in an ISO/AS environment
- Prepare documentation packet for approval, as well as distribute for approval and release into the system
- Maintain the drawing portal, release/update drawing into the ERP (MAS)
- Maintaining the training system when training is identified in the document release process
- Work with the Manager to ensure documented information is maintained and preserved from damage
- Work with Service Provider to archive/retrieve documented information stored off-site
Qualifications
- Proficient in general computer and documentation skills
- Excellent command of written English
- Good communication skills
- Excellent knowledge of general office equipment and skills especially filing and typing
- The ability to understand general engineering documents is a plus
- Organized work habits and the ability to multi-task required
Education
- Associate degree in a related field
- 2-5 years of related job experience
Example 3
The Document Control Specialist is a crucial contributor to the success of department projects. The Document Control Specialist will be responsible for maintaining an organized and detailed library of project documentation primarily using ProjectWise. The Document Controls Specialist will be responsible for the administration and control of documents that are received, created, or issued as part of a project in an engineering consulting environment.
What you’ll do
- Maintains, organizes, and updates documents in electronic drawing management systems. Familiarity with ProjectWise required; AutoDesk Vault, BIM 360, and SharePoint preferred
- Provides on-time and on-budget, complete administrative and analytical support in relation to engineering document services
- Demonstrates adherence to client-driven engineering document services policies, procedures, standards, and guidelines
- Provides services for engineering document requests
- Communicates document requirements and client standards to the engineering team
- Performs collection, entry, and distribution procedures as required
- Ensures document transmittals by others are accurate and complete
- Utilizes interpersonal skills in maintaining balance with all party’s requirements and priorities
- Proactively communicates with client Document Control Specialists and internal teams to manage workload and project requests
- Contributes to the development of department policies including documentation, storage, and organization policies
- Initiates corrective action for continuous improvement of efficiency and customer service
- Performs quality assurance and quality control of engineering documents
- Performs periodic archiving and audits to maintain document repository standards
- Investigates compliance as necessary
- Support of engineering documents with verification of document accuracy through audits
What we expect from you
- High School Diploma or equivalent required. Associate degree or higher preferred
- 2 years of previous document control experience in an engineering, construction, or technical office preferred
- Demonstrated proficiency in analyzing data, problem identification and resolution, and ability to generate clear/concise reports indicating key issues
- Microsoft Office Applications Experience (i.e. Excel, Word, etc.)
- Strong communication and organization skills both verbal and written
- High attention to detail
- Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form
- Ability to work on multiple tasks and prioritize work
- Must be willing to work extended hours as necessary
- Ability to work cross-functionally as a team
- Must have the authorization to work permanently in the US
Example 4
This position requires a hands-on individual contributor that is capable of working on and tracking a large number of tasks in a fast-paced environment, with minimal supervision. Additional responsibilities include assisting with other documentation writing (R&D documents, country registration documents, etc) such that documents are compliant, easy to use, and complete.
Duties and responsibilities
- Engineering document assembly, change control, and Document Control Library archival
- Maintenance and continuous improvement of the Change Control process
- Assists in the building of documents for regulatory submissions, as well as interfaces with customers as needed
- Daily interaction and documentation & compliance support to internal & external engineering, research & development, manufacturing operations, materials management, program management, and qualified individuals and groups
- Evaluation and retention of Batch Records and Device History Records for GMP compliance
- Administrator CAPA
- Write/update QMS Elements, procedures, processes, forms, and templates for R&D, Engineering, Manufacturing Operations, etc.
- Assists in the periodic inspection of manufacturing areas, to assure that they are operated and administered according to GMP and safety requirements
- Lead projects related to QA/QC efficiency and improvement
- Create, maintain and report on metrics for tracking and trending the performance of the QMS
- Support regulatory, customer, internal, and notified body audits
- Contribute to effort to transfer QMS from essentially a manual, shared drive configuration to a specialized medical device enterprise management system
- May perform notary activities if needed
- All additional duties as directed and required by quality/regulatory management
Qualifications, education, and experience
- Minimum of 1-year experience working as a technical writer, 3 years preferred
- Some experience or training in project leadership
- Knowledge of ISO and/or FDA quality system guidelines is preferred
- Some experience with a medical device company is desired
- Very strong PC skills. Proficient in MS Office applications
- Knowledge of SolidWorks or similar CAD application is preferred
Candidate Certifications to Look For
- Certified Billing and Coding Specialist. The CBCS will more specifically focus on converting medical documentation and data from jargon and shorthand into billable codes for claims purposes. This is excellent if candidates are looking to move towards a more claims-related position within a medical insurance company or hospital.
- Certified Medical Office Manager. The CMOM demonstrates the holder’s high knowledge of medical administration skills. Candidates will show a working knowledge of financial management, care contracting time and personnel management, record keeping, risk mitigation, and much more.
- Microsoft Office Specialist Master Certification. The MOS certification helps demonstrate the holder’s overall knowledge of the Microsoft Suite. Candidates will have more than a working familiarity with the separate programs and be considered technically skilled at navigating and operating within them.
- Certified Coding Specialist. The CCS holder has demonstrated the ability to produce accurate, high-quality documentation. As healthcare organizations are directly impacted financially by properly and improperly coded bills, this certification and others like it have become the industry standard. The certification provides testing on data quality and integrity, as well as mastery over inpatient and outpatient records. Candidates will want to already be familiar with medical coding and billing in order for this certification to be possible.
How to Hire a Document Control Specialist
Consider the following when hiring a document control specialist:
- Recruiting: Do you have the internal resources and tools to source and recruit for this role successfully?
- Complexity: Do you need a senior professional, or will mid, or even junior-level skills suffice?
- Duration: Is this a one-time project, or an indefinite need?
- Management: Can you effectively direct the work effort?
- Urgency: Are there any deadlines associated with this need?
- Headcount: Do you have the budget and approval for an internal employee, or should you consider alternate options?
Answering these questions will help determine the best course of action for your current hiring need. Fortunately, various great options exist for every scenario, no matter how unique. When hiring a document control specialist, we recommend the following options:
1. Use 4 Corner Resources (or another professional recruiting firm)
The heavy lifting is done for you when working with a top-tier staffing company like 4 Corner Resources. We source, screen, recruit, and deliver only the most qualified candidate(s), saving you significant time and effort throughout the hiring process while you remain focused on your core business. Understanding your needs and ensuring the right candidate for the position is the key to our success.
This is the best route to take when:
- You need to fill the position quickly
- You want access to a vast talent pool of high-quality, prescreened candidates
- Your position is suited for temporary hiring services, contract staffing, or contract-to-hire recruiting, and you intend to direct the work activity.
- You are hiring an employee as a direct placement but aren’t able to recruit effectively or efficiently with your internal staff.
- You aren’t familiar with current salary rates, market trends, and available skill sets
2. Advertise your opening on a top job board
Your best option may be to advertise your opening on a proven job board. There are many widely used job sites out there that draw visits from qualified candidates. If you have someone internally who can dedicate the time and energy to sort through applications and screen individuals effectively, this can be a great choice.
We recommend using a job board when:
- Your internal recruiting team has the knowledge and experience to assess candidate qualifications
- You are hiring a direct employee and have time to manage the entire recruiting effort
- You have a process for receiving, screening, and tracking all resumes and applications
- You are prepared to respond to all applicants
We recommend using CareerBuilder when hiring a document control specialist:
CareerBuilder
CareerBuilder has been a trusted source for hiring since 1995. Reach 80+ million unique, diverse U.S. job seekers annually by posting your jobs through their talent acquisition channels. Through CareerBuilder, you can engage candidates and drive them into your sourcing pipeline. We recommend using CareerBuilder for hiring when you have the internal resources and processes to review, screen, and reply to all applicants.
3. Leverage your internal resources
You can utilize your own website, social media, and employees to assist in your search for top candidates.
A company website posting should be the first step in notifying prospective candidates that you are hiring. Social media can also be a powerful tool for spreading the word about your new opening. As far as exposure is concerned, this option can be as good as some job boards when you have a large enough following across various platforms, like LinkedIn, Instagram, Facebook, TikTok, and Twitter.
Current employees are every organization’s greatest asset. Encourage your internal team to promote job openings to their network by offering cash and other incentives.
We recommend these options when:
- Your brand has great name recognition
- You can consistently monitor and respond to candidate activity through your website and social media accounts
- You have a process in place to quickly and broadly communicate job openings and requirements
- You have an effective employee referral program in place
If you aren’t sure which path is best, schedule a discovery call today with our seasoned recruiting professionals. The 4 Corner team is on standby to help you find the best option for your unique hiring need.
Sample Interview Questions
- How do you keep on top of developments and best practices in document management?
- Do you have experience managing and controlling documents, and how do you ensure their accuracy and completeness?
- When it comes to maintaining and organizing document libraries, how do you ensure that authorized personnel have timely and efficient access to documents?
- Are you familiar with document management systems or file-sharing platforms for managing documents?
- In order to ensure that all changes are tracked and auditable, how do you ensure that the documents are version controlled?
- What’s an effective method you’ve used to monitor regulatory compliance as it relates to records and documentation?
- What methods do you use to ensure document accuracy and completeness in collaboration with other departments, such as engineering, quality, or legal?
- Have you ever had a proposal that effectively improved the management system? What was the outcome?
- Do you have any experience with security surveillance as it pertains to documentation processing, reproduction, distribution, or storage?
- What factors would you consider if deciding on a new digital document management system?
- What is a time you had to troubleshoot a document management system?
