Job Description

Job Title: Document Specialist I
Location: Temecula, CA – 100% onsite – local candidates only
Period: 09/09/2024 to 09/09/2025 – possibility of extension

Hours/Week: 40 hours – hours over 40 will be paid at time and a half

Rate: $25/hour

Contract Type: W-2 only

 
Scope of Services:

The Document Specialist prepares, edits, files, and assembles various types of documentation such as reports, technical documents, records, or correspondence. The role includes maintaining numerical, alphabetical, chronological, and subject filing systems. The Documentation Specialist is responsible for file maintenance and record-keeping, as well as locating and removing file material upon request.

 
Role, Responsibilities, and Deliverables:

• Document Preparation: Prepare and edit documentation including reports, technical documents, records, and correspondence, ensuring accuracy and consistency.
• File Maintenance: Maintain and organize numerical, alphabetical, chronological, and subject filing systems for easy retrieval of documents.
• Record Keeping: Keep detailed records of all documents, ensuring that files are updated regularly and accurately.
• Document Assembly: Assemble and compile documents for various purposes, ensuring completeness and adherence to standards.
• File Requests: Locate and remove file material upon request, ensuring quick and efficient access to necessary documents.
• Document Review: Review documents for accuracy, completeness, and compliance with company standards and regulations.
• Collaboration: Work closely with various departments to gather necessary information and ensure that documentation meets organizational needs.
• Process Improvement: Identify opportunities for improving documentation processes and implement changes to enhance efficiency and accuracy.
• Training: Train new employees on documentation processes and procedures to ensure consistency across the organization.
• Compliance: Ensure that all documentation complies with relevant legal and regulatory requirements.

 
Experience:

• Educational Background: High school diploma or equivalent; additional education or certification in documentation management is a plus.
• Professional Experience: 0-3 years of experience in documentation preparation, filing, and record-keeping in a professional setting.
• Technical Skills: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and document management systems.
• Attention to Detail: Strong attention to detail with the ability to spot errors and inconsistencies in documents.
• Organizational Skills: Excellent organizational skills with the ability to manage multiple tasks and priorities effectively.
• Communication Skills: Strong written and verbal communication skills to interact with various stakeholders and ensure clear and concise documentation.
• Problem-Solving Skills: Ability to identify and resolve issues related to documentation processes and systems.
• Confidentiality: Ability to handle sensitive and confidential information with discretion.
• Team Player: Ability to work effectively both independently and as part of a team.

 
Preferred Qualifications:

• Certification: Certification in documentation or records management.
• Experience in a Specific Industry: Experience in a particular industry, such as healthcare, legal, or technical fields, may be preferred depending on the company's needs.
• Knowledge of Compliance Standards: Familiarity with industry-specific compliance standards and regulations related to documentation and record-keeping.

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