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 Responsibilities

Records & Document Management

Organize, maintain, and update physical and electronic records in accordance with retention schedules

Develop and implement document control procedures and standardized filing systems

Ensure proper classification, indexing, and retrieval of documents

Monitor compliance with state public records requirements and Town policies

Document Preparation & Quality Control

Draft, edit, format, and proofread official correspondence, reports, procedures, and policy documents

Review documents for completeness, consistency, and accuracy

Maintain version control for policies, forms, and operational procedures

Assist departments in preparing materials for public meetings and official filings

Compliance & Public Access

Support responses to public records requests (FOIA) in coordination with appropriate departments

Ensure confidentiality and secure handling of sensitive information

Assist with audits and internal reviews related to documentation practices

Systems & Process Improvement

Maintain document management software and electronic filing systems

Recommend improvements to recordkeeping processes and digital workflows

Provide guidance and training to staff on documentation standards and retention policies

Qualifications

Education & Experience

Associate’s or Bachelor’s degree in Business Administration, Public Administration, Information Management, or related field preferred

2–5 years of experience in records management, document control, administrative support, or a related role

Experience in municipal government or public sector preferred

Knowledge, Skills & Abilities

Strong understanding of records management principles and document control practices

Excellent organizational and time-management skills

High attention to detail and accuracy

Proficiency in Microsoft Office Suite and document management systems

Strong written communication and proofreading skills

Ability to handle confidential information with discretion

Ability to work independently and collaboratively