WHAT IS AN document control clerk jobs
A document control clerk is a vital member of an organization's administrative team. This role involves managing and organizing various documents, ensuring their accuracy, accessibility, and security. Document control clerks are responsible for maintaining an efficient and well-organized document management system. They play a crucial role in ensuring that important records are properly recorded, stored, and retrieved when needed.
WHAT USUALLY DO IN THIS POSITION
As a document control clerk, your primary responsibility is to manage the organization's documents. This includes creating, updating, and maintaining both physical and electronic records. You will be responsible for organizing documents into proper categories and ensuring their accuracy. Additionally, you may need to scan and digitize physical documents for efficient storage and retrieval.
Another crucial task is to establish and enforce document control procedures within the organization. This involves creating guidelines for document handling, ensuring compliance with applicable regulations and standards, and training employees on proper document management practices.
You will also play a vital role in document retrieval. When employees or other stakeholders require specific documents, it will be your responsibility to locate and provide them in a timely manner. This requires you to maintain a thorough understanding of the organization's document management system and be able to navigate through it efficiently.
TOP 5 SKILLS FOR POSITION
To excel in a document control clerk position, certain skills are essential. Here are the top five skills that will help you succeed in this role:
1. Organizational Skills: As a document control clerk, you will handle a large volume of documents. Strong organizational skills are crucial to ensure documents are properly categorized, stored, and easily retrievable when needed.
2. Attention to Detail: Accuracy is paramount in document control. You must possess a keen eye for detail to ensure that documents are error-free and comply with applicable regulations and standards.
3. Technical Proficiency: Proficiency in various computer software and document management systems is essential. You should be comfortable working with electronic documents, scanning equipment, and databases.
4. Communication Skills: Effective communication is crucial as you will need to interact with various stakeholders, including employees and external parties. Clear and concise communication ensures that documents are accurately understood and processed.
5. Time Management: Document control clerks often have multiple tasks to handle simultaneously. Strong time management skills enable you to prioritize tasks, meet deadlines, and ensure efficient document management.
HOW TO BECOME THIS TYPE OF SPECIALIST
To become a document control clerk, certain steps can help you acquire the necessary skills and qualifications:
1. Education: While a high school diploma may be sufficient for some entry-level positions, obtaining an associate's or bachelor's degree in a relevant field, such as business administration or information management, can enhance your job prospects.
2. Gain Experience: Look for opportunities to gain experience in administrative roles or internships where you can develop organizational and document management skills. This practical experience will make you a more competitive candidate.
3. Develop Technical Skills: Familiarize yourself with document management software and other relevant tools. Take advantage of online courses or certifications to enhance your technical proficiency.
4. Stay Updated: Document control practices and regulations may evolve over time. Stay updated with industry trends and advancements by attending relevant workshops, seminars, or webinars.
5. Network: Build professional connections within the industry by attending networking events or joining professional organizations. These connections can provide valuable insights and opportunities for career growth.
AVERAGE SALARY
The average salary of a document control clerk can vary depending on factors such as location, industry, and level of experience. According to the Bureau of Labor Statistics, the median annual wage for general office clerks, which includes document control clerks, was $34,040 as of May 2020. However, salaries can range from around $24,000 to $50,000 or more, depending on various factors.
ROLES AND TYPES
Document control clerks can be found in various industries and organizations, including government agencies, healthcare facilities, construction companies, and manufacturing companies. Their roles may also vary depending on the organization's size and specific needs.
Some document control clerks may specialize in specific industries, such as healthcare or engineering, where there are unique document management requirements. They may need to familiarize themselves with industry-specific regulations and standards.
LOCATIONS WITH THE MOST POPULAR JOBS IN USA
Document control clerk jobs can be found throughout the United States, but certain locations may have a higher demand for these professionals. Some cities known for having a high concentration of job opportunities include:
1. New York City, NY
2. Los Angeles, CA
3. Houston, TX
4. Chicago, IL
5. Atlanta, GA
These cities are often home to large corporations, government agencies, and industries that require efficient document management.
WHAT ARE THE TYPICAL TOOLS
Document control clerks rely on various tools and technologies to perform their duties effectively. Some of the typical tools used in this role include:
1. Document Management Software: These software platforms help with organizing, storing, and retrieving electronic documents. Examples include SharePoint, Documentum, and FileHold.
2. Scanning Equipment: Document control clerks may use scanners to digitize physical documents and convert them into electronic format for easier storage and retrieval.
3. File Cabinets and Folders: Physical documents still play a role in many organizations. File cabinets and folders help in organizing and storing physical documents in a structured manner.
4. Databases: Document control clerks often work with databases to maintain accurate records and enable efficient searching and retrieval of documents.
5. Communication Tools: Email, instant messaging, and collaboration platforms are used to communicate with colleagues, stakeholders, and external parties regarding document-related matters.
IN CONCLUSION
Document control clerks play a crucial role in ensuring the efficient management of an organization's documents. Their responsibilities include organizing, updating, and maintaining both physical and electronic records, enforcing document control procedures, and facilitating document retrieval. To excel in this position, strong organizational skills, attention to detail, technical proficiency, communication skills, and time management are essential. By acquiring the necessary education, experience, and skills, you can pursue a rewarding career as a document control clerk in various industries and locations across the United States.