Documentation Specialist

Paper Alternative Solutions, Inc • Town of Colonie, NY

just now • Onsite

About The Position

The Documentation Specialist is responsible for creating, organizing, maintaining, and improving business, operational, and procedural documentation. This role ensures that documents are accurate, current, easy to understand, and accessible to the appropriate stakeholders. The Documentation Specialist works closely with subject matter experts, managers, and cross-functional teams to support consistent processes, compliance requirements, training needs, and operational efficiency.

Requirements

• High school diploma or equivalent
• Experience creating, editing, maintaining, or managing business documentation, procedures, or records.
• Strong writing, editing, proofreading, and organizational skills.
• Demonstrated attention to detail and ability to identify errors, inconsistencies, and gaps in information.
• Ability to work with multiple stakeholders, collect information, and translate complex processes into clear written instructions.
• Proficiency with Microsoft Word, Excel, Outlook, Teams, SharePoint, Adobe Acrobat, or similar document management tools.
• Ability to manage multiple assignments, meet deadlines, and maintain accurate records of document changes.

Nice To Haves

• Associate or Bachelor’s degree in English, Communications, Business Administration, or Information Management,
• Experience working in a regulated call center, or compliance-driven environment.
• Knowledge of records management, document control, quality assurance, or standard operating procedure development.
• Experience supporting audits, process improvement initiatives, training programs, or policy/procedure updates.
• Familiarity with Microsoft Dynamics, case management systems, or enterprise content management platforms.

Responsibilities

• Create, edit, format, and maintain documents such as procedures, manuals, job aids, reports, forms, guides, and training materials.
• Partner with subject matter experts to gather, verify, and clarify information for new or revised documentation.
• Review documents for accuracy, completeness, consistency, grammar, formatting, and alignment with organizational standards.
• Maintain document control practices, including version history, revision tracking, approval workflows, naming conventions, and archiving.
• Ensure documents are organized, accessible, and stored in the appropriate document management systems or shared repositories.
• Support compliance, audit, and quality assurance activities by ensuring required documentation is current and readily available.
• Develop and maintain templates, style standards, and documentation guidelines to promote consistency across materials.
• Identify outdated, duplicate, or unclear documentation and recommend improvements to enhance usability and accuracy.
• Assist with training staff on documentation standards, procedures, and document management tools.
• Coordinate document review cycles and ensure updates are completed within established timelines.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED