Main Responsibilities and Required Skills for a Documentation Specialist

A Documentation Specialist is a professional who plays a critical role in managing and organizing various types of documentation within an organization. They are responsible for ensuring that documents are accurate, up-to-date, and easily accessible to facilitate smooth operations and compliance. In this blog post, we will delve into the primary responsibilities and the most in-demand hard and soft skills for Documentation Specialists.

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Main Responsibilities of a Documentation Specialist

The following list describes the typical responsibilities of a Documentation Specialist:

Advise

Advise and guide on sales legal documentation to clients and internal partners.

Analyze

Analyze loan or line to determine the proper documentation necessary to secure the collateral.

Answer

Answer phone calls, emails, and provide general administrative support.

Assist in

Assist and initiate the writing of all software lifecycle documentation.
Assist and initiate the writing of software application test scripts.
Assist and initiate the writing of user manuals.
Assist internal employees with writing various articles on a case by case scenario.
Assist in the development and maintenance of document management systems.
Assist in the development of document control policies and procedures.
Assist with and complete other responsibilities as assigned by Quality Management.
Assist with the development, review and implementation of legal documents.

Assure

Assure all documents are complete and in package prior to funding.

Build

Build effective relationships with internal / external stakeholders.

Collaborate with

Collaborate with cross-functional teams to gather and compile necessary information for document creation.
Collaborate with IT teams to troubleshoot document management system issues.
Collaborate with multiple teams and cross train on related jobs.
Collaborate with other cross functional teams to assist with account approval and maintenance.

Communicate with

Communicate with internal business partners to efficiently and effectively complete all tasks.
Communicate with sales or sales assistant timeframe or additional needed information.

Compare

Compare data with source documents, and detect technical and clinical errors.

Compile

Compile, sort and verify data.
Compile study documents for Phase I studies.

Complete

Complete any special tasks or duties as assigned by your Supervisor / Manager.
Complete various projects as assigned by Manager.

Conduct

Conduct document audits to identify inconsistencies or gaps.
Conduct research to gather information for document creation or updates.
Conduct user training on document management software.

Confirm

Confirm credit approval conditions are met prior to funding.

Coordinate

Coordinate external training.
Coordinate learning deliverables in alignment with Manulife Bank project initiatives.
Coordinate meetings with other departments to ensure timely execution of Exception Reports.
Coordinate proofreading and release process.
Coordinate the engineering and purchasing data going into our PDM, PLM and ERP systems.
Coordinate the management of documents' database.
Coordinate with clinical project teams to determine fate of clinical samples.
Coordinate with external vendors or consultants for document-related projects.
Coordinate with process SMEs for documentation approvals.
Coordinate with QA for documentation approvals.
Coordinate with stakeholders to obtain necessary approvals and signatures.

Create

Create and maintain document templates and formats.
Create and update procedures when required.
Create / capture images with Snagit and create, drawings, sketches, diagrams and charts.
Create change control documentation.
Create invoices, packing lists and other documentation for international customs.
Create learning solutions including user guides and quick reference guides.
Create / revise GHS Compliant Safety Data Sheets (SDSs).
Create / revise Microsoft Word-based Certificates of Analysis (COAs).

Design

Design a multi-brand reference document maintenance calendar.

Determine

Determine and document loan closing needs.
Determine and recommend efficient and cost-effective logistics solutions.

Develop

Develop alternative solutions.
Develop and administer Document Control Policies and Procedures.
Develop and deliver internal training from onboarding through continuous education.
Develop and implement document control procedures and workflows.
Develop comprehensive documentation that meets organizational standards.
Develop, implement and manage an EDMS (Electronic Document Management System) that is self-serving.
Develop new training content to address any gaps identified in training opportunities.
Develop training and teaching materials including.

Distribute

Distribute fax communications to loan processors via electronic folders.

Document

Document all customer inquiries with accuracy and efficiency.
Document Intermediate for our Ottawa test cartridge manufacturing facility.
Document management is critical to the successful completion of projects.
Document Management system (GEODE+ preferred).
Document standard operation procedures.
Document test data as required.

Draft

Draft and support the development of guidelines, policies and procedures.

Edit

Edit documents and prepares them for release.

Encourage

Encourage cooperation and builds rapport.
Encourage, inspires, and guides others toward accomplishing the common goal.
Encourage others to share their views openly and takes time to understand and consider their views.

Ensure

Ensure alignment and integration of documents in adherence with company's standards.
Ensure all documents are sent on time.
Ensure all security registrations are perfected.
Ensure compliance with industry regulations and internal standards.
Ensure content of contractual deliverables received or acquired from consultants meet requirements.
Ensure content of Project Team deliverables meet requirements and deadlines.
Ensure notes are correctly delivered for billing.
Ensure proper archiving and retention of documents according to legal requirements.
Ensure SME's complete Standards periodic reviews on time.
Ensure that all work requests are recorded, updated, and completed in a timely manner.
Ensure the DSGa site is updated with upcoming training opportunities and registration is available.
Ensure the processing of received or acquired documentation through filing, indexing and archiving.

Establish

Establish steps on the workflow and submission date for documents.

Execute

Execute and date contracts.
Execute data entry / processing / tracking to support document management activities.

File

File loan packets and collect and distribute daily mail.

Format

Format, edit and finalize controlled documents.

Foster

Foster a culture of continuous improvement and knowledge sharing regarding document management practices.

Gather

Gather and analyzes information skillfully.

Generate

Generate creative solutions.
Generate reports and metrics to track document-related activities.
Generate required documentation to support health authority requests.

Handle

Handle clerical tasks like word processing, filing, scanning, archiving, and faxing.

Help

Help maintain various spreadsheets and databases for quality system processes.

Identify

Identify and resolve moderate issues by following established guidelines.
Identify and resolve problems in a timely manner.
Identify conflicts in a timely manner and addresses them as necessary.
Identify opportunities for process improvement and propose solutions.
Identify, prepare, and track document Amendments as needed.

Implement

Implement document change management processes.
Implement versioning process of documents.

Incorporate

Incorporate documentation edits and updates all logs associated with documentation status.

Inform

Inform clients, via e-mail, of the details of their shipments and the date of arrival.

Initiate

Initiate draft agendas for the Governing Bodies and their subcommittees.

Inspect

Inspect and check incoming and outgoing documentation for accuracy.

Integrate

Integrate legacy fleet maintenance program.

Interface with

Interface with vendors to draft sample transfer documentation.
Interface with Quality group and resolve issues with document formatting issues with R&S.

Lead

Lead with Integrity and Respect.

Learn

Learn the ins and outs of creating and managing content on the Drupal platform.

Maintain

Maintain and coordinate the Record Retention process of GMP documents for the Antigen Platform.
Maintain calibration record documentation.
Maintain confidentiality and security of sensitive documents.
Maintain current Good Manufacturing Practices (cGMP) and ensure compliance.
Maintain open communication with management on any operational or technical issues.
Maintain quality systems documentation and change control.

Make

Make follow up on loaned documents.

Manage

Manage all documents (data entry, scanning, classification and archiving).
Manage controlled document lifecycle including periodic review schedule.
Manage external documentation requests.
Manage multiple assignments with efficiency and with the abiltiy to prioritize.
Manage projects assigned and deliver them effectively within an agile based environment.
Manage site organization and permissions structure for documentation.
Manage, update, and support technical content.
Manage vendor relationships by laying out expectations and keeping lines of communication open.
Manage version control and document revision processes.

Monitor

Monitor and maintain document metadata and indexing.
Monitor document lifecycles and update or retire outdated documents.
Monitor incoming part certification, to determine receipt status.
Monitor shipments with strong follow up on a daily basis.

Offer

Offer backup and support for other team members within the department.
Offer support on the use of databases and software office.

Organize

Organize and categorize documents using appropriate filing systems.

Oversee

Oversee automated documentation request process using Microsoft Power Flows.

Own

Own the operations change register, measure and review impact of process changes.

Participate in

Participate in the development of standardized document templates and guidelines.

Perform

Perform and drives completion of documentation updates within the GEODE+ system.
Perform archivist functions.
Perform investigations as required.
Perform other related duties as required.
Perform quality checks to ensure accuracy and completeness of documents.
Perform record issuance and reconciliation activities.
Perform regular backups and ensure disaster recovery plans for documents.

Plan

Plan and organize work effectively and ensure its completion.
Plan, create, update and edit technical documentation regarding our products and services.
Plan, write, and maintain systems and user support documentation efforts.

Prepare

Prepare and conduct technical training programs.
Prepare and distribute agenda and minutes for study team and client technical meetings.
Prepare commercial loan documents that reflect approved loan terms and collateral positions.
Prepare copyright documents for customers.
Prepare hiring training record.
Prepare loan documents that reflect approved loan terms and collateral positions.
Prepare new and revised documents for routing per the local document approval process.
Prepare reports as required.
Prepare the relevant paper and digital documentation for shipping purposes.

Process

Process documentation requests within 2 hours.
Process site payments using the Clinical Trial Management System.

Produce

Produce quality control reports.
Produce quality results and has frequent discussions with supervisor to achieve results.

Protect

Protect proprietary process information.

Provide

Provide other administrative and project planning support to the Content Management team as needed.
Provide superior customer service to internal and external stakeholders.
Provide support during internal and external audits or inspections.
Provide supports on biannual review of production SOPs.

Publish

Publish documentation onto the company SharePoint site for use.

Receive

Receive and coordinate revisions of promotional material.
Receive and logs requested changes.
Receive jobs into the system by verifying Data Book and prepare job for shipment.

Refer

Refer more complex problems to Senior level or supervisor.

Refine

Refine existing Article Quality Index criteria and process.

Release

Release and train the teams on documentation updates.

Remain

Remain positive and productive even under pressure.

Resolve

Resolve issues with retail documentation as is relates to areas of concern.

Respond to

Respond to document-related inquiries and provide guidance to users.

Retrieve

Retrieve and sign out documentation to the platforms.

Review

Review and complete CCM documentation in a variety of EHRs.
Review and conduct performance assessments.
Review and prepare loan packets for funding with lenders.
Review and proofread documents for grammar, spelling, and formatting errors.
Review Approved deals needing customer documentation.
Review completed batch records and data entry activities in MRP System.
Review current processes for efficiency and effectiveness on an ongoing basis.
Review data for release of GMP / ISO and / or non-regulated materials.
Review documents around sample management and dispositions.
Review documents to ensure compliance with PAHO editorial guidelines.

Seek

Seek clarification from supervisor on timelines, as needed.

Set-up

Set-up and store documents on printer hard drive.

Share relevant information openly and ensures that the shared information is understood.

Sort

Sort and organize all documentation as per company standards.

Stay updated with

Stay updated with industry trends and technological advancements in document management.

Storage

Storage and order of documentation.

Submit

Submit documents to the external and internal committee of the LMR for approval.

Support

Support batch record issuance process and communicate needs to cross functional groups.
Support CAPA investigation documentation activities with input from investigation owners.
Support change management work to ensure the achievement of anticipated benefits.
Support in activities related to compliance under the Sunshine Act / Transparency reports.
Support preparation activities for audits and self-inspections as needed.
Support the completeness of assigned TMFs through the regular generation of TMF status reports.
Support the update of quality documents and other system documents.

Take

Take care of continuing improvement documentation management.
Take care of the management of all documents (data entry, scanning, classification and archiving).

Track

Track and coordinate completion of quality action items.
Track and review change control documentation.
Track production documentations, change controls, deviations and CAPA to ensure timely completion.
Track progress in obtaining approvals for document change notices to aid in timely approvals.
Track project documentation through creation, approval, publication, and update lifecycle.

Trade

Trade processes and programs.

Train

Train employees on document management processes and best practices.

Translate

Translate business specifications into user documentation.

Update

Update database entries to record actions completed.
Update the Quality Leader with weekly progress reports.

Use

Use JIRA, Confluence, and Microsoft Word in day-to-day documentation and publication.

Verify

Verify title documents and insurance.

Work with

Work closely with business office, sales department, and appraisal / acquisition teams.
Work closely with our Clinical Operations team and our QA team.
Work day-to-day within a SharePoint Online site to create and modify site pages.
Work successfully under pressure and with tight timelines.
Work well with clients and customers (i.e..
Work with Manufacturing Engineer and Operations to set kanbans up for new components.
Work with project teams to develop appropriate content of product guides.
Work with SME's and requestors to facilitate the updates.

Write

Write and design documents including manuals and brochures.
Write and edit educational materials for customers regarding company policies.
Write pseudocode for highly knowledgeable business users and / or software developers.

Most In-demand Hard Skills

The following list describes the most required technical skills of a Documentation Specialist:

Proficiency in document management software and tools.
Advanced knowledge of Microsoft Office Suite (Word, Excel, PowerPoint, etc.).
Familiarity with version control systems and document collaboration platforms.
Understanding of document metadata and indexing principles.
Knowledge of regulatory compliance requirements (e.g., GDPR, HIPAA).
Ability to create and modify documents using desktop publishing software.
Experience with electronic record management systems.
Knowledge of information governance and data protection practices.
Familiarity with data migration and document conversion processes.
Understanding of document security and access control mechanisms.
Ability to create and maintain document templates and style guides.
Proficiency in scanning and optical character recognition (OCR) technologies.
Knowledge of document classification and taxonomy.
Understanding of document archiving and retention policies.
Experience with document redaction and confidentiality measures.
Ability to troubleshoot document management system issues.
Knowledge of document change management processes.
Familiarity with content management systems (CMS) and intranet portals.
Understanding of document workflow automation and business process management.
Proficiency in project management tools and methodologies.

Most In-demand Soft Skills

The following list describes the most required soft skills of a Documentation Specialist:

Strong attention to detail and accuracy.
Excellent written and verbal communication skills.
Organizational and time management abilities.
Analytical thinking and problem-solving skills.
Adaptability and ability to work in a team or independently.
Strong interpersonal skills and the ability to collaborate with cross-functional teams.
Customer service orientation and the ability to respond to inquiries effectively.
Ability to prioritize and multitask in a fast-paced environment.
Critical thinking and decision-making skills.
Flexibility and willingness to learn new technologies and processes.

Conclusion

A Documentation Specialist plays a vital role in managing and organizing documents to ensure accuracy, compliance, and easy accessibility. They possess a combination of technical skills related to document management systems and software, as well as soft skills such as attention to detail, communication, and organizational abilities. By fulfilling their responsibilities effectively and continuously developing their skills, Documentation Specialists contribute to the efficient functioning of organizations across various industries.