Job Description
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 manage the computer software used to manage the organization’s documents. They make sure the system works as intended and notify the IT department of any issues.
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 Background
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.
Skills and Competencies
- Knowledge of records management procedures and standards
- Excellent verbal and written communication skills
- Proficient in Microsoft Office Word and Excel
- Detail-oriented
Compensation
According to Payscale the median annual salary of a Document Control Specialist with
1 Year of Experience:
- Orlando, Florida: $41,000
- Tampa, Florida: $46,000
- Jacksonville, Florida: $40,000
- Miami, Florida: $47,000
- Atlanta, Georgia: $46,000
- Chicago, Illinois: $44,000
- Houston, Texas: $46,000
- Los Angeles, California: $47,000
- New York City, New York: $47,000
- Seattle, Washington: $53,000
- Overall: $45,000
5 Years of Experience:
- Orlando, Florida: $48,000
- Tampa, Florida: $53,000
- Jacksonville, Florida: $43,000
- Miami, Florida: $58,000
- Atlanta, Georgia: $63,000
- Chicago, Illinois: $58,000
- Houston, Texas: $60,000
- Los Angeles, California: $51,000
- New York City, New York: $60,000
- Seattle, Washington: $60,000
- Overall: $55,000
Similar Job Titles
- Document Control Manager
- Document Controller
- Document Management Specialist
- Engineering Document Clerk
Career Path
Document Control Specialists can often find work with a high school diploma or the equivalent. Candidates who have associate, bachelor’s, or master’s degrees in fields like construction management, business administration, library science, or a related field are often more attractive to employers looking to fill Document Control Specialist positions. Successful Document Control Specialists can often progress into management positions, either as Document Control Managers or Office Managers.
Position Trends
According to the business technology firm Gordon Flesch Company, one major trend in the document control field is robotic process automation. This process involves the use of software robots to perform repeatable office tasks such as digitizing documents. Cloud storage is another growing trend in document management. Many agencies and organizations are moving from physical storage of documents to digital cloud storage to increase efficiency in searching for documents and create a more secure environment for sensitive information.
Job Outlook
According to the U.S. Bureau of Labor Statistics, the Information Clerk field should see little or no change from 2018 to 2028.
Typical Work Hours
Most Document Control Specialists work 9 a.m. to 5 p.m. Monday through Friday in an office setting.
Where You Can Find Jobs
- 4 Corner Resources
- Career Builder
- Glassdoor
- Indeed
- Monster
- Zip Recruiter
- Engineering.com
- Engineering Jobs
Are You Interested in Becoming a Document Control Specialist?
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