Documentation Specialist

The Documentation Specialist is responsible for the creation, organization, maintenance, and management of official records and documentation to ensure accuracy, compliance, and accessibility across Town departments. This position supports operational efficiency by maintaining structured recordkeeping systems, assisting with document control procedures, and ensuring compliance with applicable municipal, state, and federal regulations.The Documentation Specialist plays a critical role in preserving public records, supporting transparency, and enhancing internal processes.Key ResponsibilitiesRecords & Document ManagementOrganize, maintain, and update physical and electronic records in accordance with retention schedulesDevelop and implement document control procedures and standardized filing systemsEnsure proper classification, indexing, and retrieval of documentsMonitor compliance with state public records requirements and Town policiesDocument Preparation & Quality ControlDraft, edit, format, and proofread official correspondence, reports, procedures, and policy documentsReview documents for completeness, consistency, and accuracyMaintain version control for policies, forms, and operational proceduresAssist departments in preparing materials for public meetings and official filingsCompliance & Public AccessSupport responses to public records requests (FOIA) in coordination with appropriate departmentsEnsure confidentiality and secure handling of sensitive informationAssist with audits and internal reviews related to documentation practicesSystems & Process ImprovementMaintain document management software and electronic filing systemsRecommend improvements to recordkeeping processes and digital workflowsProvide guidance and training to staff on documentation standards and retention policiesQualificationsEducation & ExperienceAssociate's or Bachelor's degree in Business Administration, Public Administration, Information Management, or related field preferred2-5 years of experience in records management, document control, administrative support, or a related roleExperience in municipal government or public sector preferredKnowledge, Skills & AbilitiesStrong understanding of records management principles and document control practicesExcellent organizational and time-management skillsHigh attention to detail and accuracyProficiency in Microsoft Office Suite and document management systemsStrong written communication and proofreading skillsAbility to handle confidential information with discretionAbility to work independently and collaboratively #J-18808-Ljbffr