Documentation Specialist

Johnsonville • Town of New Denmark, WI

3d

About The Position

The Documentation Specialist supports the Food Safety and Quality Assurance (FSQA) team by maintaining accurate, organized, and controlled documentation; coordinating documentation-related activities; supporting audit readiness; and assisting with corrective action and compliance tracking. The role works cross-functionally with Operations, Maintenance, Quality, and other departments to help ensure documentation is complete, current, accessible, and maintained in accordance with company and regulatory requirements.

The position also supports document-control process improvements, GMP audit tracking, audit and export documentation, traceability exercises, compliance reporting, employee training on documentation practices, and other FSQA administrative activities. The role requires regular entry into production areas, including cold and warm environments, while following GMP, food safety, hygiene, PPE, and facility safety requirements.

Requirements

• A minimum of a high school diploma or GED equivalency is normally required.
• Strong written, verbal, and interpersonal communication skills, including the ability to communicate and collaborate across departments and organizational levels.
• Strong proofreading, editing, and document-formatting skills.
• Excellent attention to detail, organizational skills, recordkeeping, and follow-through.
• Ability to review and interpret detailed information and communicate it clearly and accurately to different audiences.
• Proficiency in a Windows environment, including Microsoft Word, Excel, and Outlook.
• Ability to create, edit, format, organize, maintain, and retrieve electronic documents and records.
• Basic, accurate mathematical skills and ability to interpret numerical information in reports, audits, tracking tools, and quality or compliance records.
• Ability to work independently, manage multiple priorities, meet deadlines, and maintain accuracy in a fast-paced environment.
• Ability to maintain confidential and sensitive business information appropriately.
• Ability to apply common-sense understanding to written, verbal, or diagrammatic instructions and strong troubleshooting and problem-solving skills.
• Ability to learn and effectively use company-specific software and document management systems.
• Must be eligible to work in the country where the job is located without requiring sponsorship now or in the future.

Nice To Haves

• An Associate’s degree in Quality or a related field.
• Previous experience in document control, quality assurance, food safety, manufacturing, administrative support, or a related field.
• Experience maintaining controlled documents, records, or other compliance-related documentation.
• Experience supporting audits, corrective action tracking, or compliance activities.
• Experience using an electronic document management system (EDMS), quality management system (QMS), SharePoint, or a comparable document management platform.
• Knowledge of document control principles, records retention, audit support, and good documentation practices.
• Familiarity with food safety, quality, GMP, or manufacturing documentation requirements.

Responsibilities

• Coordinate the review, issuance, distribution, revision, and maintenance of controlled Operations and FSQA documentation.
• Maintain document control processes so documents remain current, accurate, properly approved, and accessible to appropriate personnel.
• Support internal, customer, regulatory, and third-party audits by organizing, retrieving, and providing controlled documentation and records.
• Identify and implement improvements to documentation processes.
• Assign and track monthly GMP audits and monitor their completion.
• Document GMP audit findings and failures in the appropriate action-item tracker and help monitor corrective actions through completion and closeout.
• Work with Maintenance, Operations, FSQA, and other departments to follow up on outstanding audit findings and corrective actions.
• Assist with export documentation, traceability exercises, and documentation requests.
• Assist with reporting and tracking document control, audits, corrective actions, GMP compliance, and other FSQA or compliance metrics.
• Train employees on document control procedures, good documentation practices, and applicable documentation requirements.
• Maintain documentation and records according to established retention, document control, and recordkeeping requirements.
• Assist the FSQA team with documentation, compliance, and administrative activities as needed.
• Enter production areas as needed to perform job duties and follow applicable GMPs, food safety requirements, facility policies, PPE requirements, and hygiene and safety procedures.
• Perform other duties as assigned.

What This Job Offers

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