Document Control Clerk Job Description
A document control clerk is responsible for the management and organization of inbound and outbound documents, whether by fax, courier service or general intra-office procedures. Document clerks also have the responsibility of creating, adjusting and maintaining filing systems within an office or department environment. The occupation is almost similar to an administrative assistant. The difference is that a document control specialist’s main concern is the physical handling and accountability for specialized documents and correspondence.
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General Duties
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A document control clerk must manage the workflow of documents by using procedures such as routing slips or folders that department employees and managers sign off on pertaining to viewing and reading documents. The document clerk establishes a document flow within the environment or a tracking system that monitors where general correspondence is at all times.
Skills
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The document control clerk is responsible for establishing and maintaining a filing system for storage and retrieval of documents. Documents that are the responsibility of the document control clerk can contain sensitive information concerning a project or management objective. A document control clerk aides management in enforcing a “need-to-know” policy, which is a classification system based on a person's security level to review certain correspondence. The document control clerk maintains the document access levels of all personnel. A clerk must be able to process fax and electronic transmission of information for office or department personnel.
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Special Duties
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A document control clerk’s duties may extend into the area of microfilming special documents or shredding documents according to policies set by management. Also, a document control clerk can be commissioned to ensure that archived documents are physically preserved using special solutions to keep important documents from fading or cracking. In this area of preservation, document control clerks are sent to specialized training course by the companies they work for to obtain knowledge in document preservation.
Employment Outlook
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According to the Bureau of Labor Statistics Occupational Outlook Handbook, employment for file clerks, which include the occupation of document clerks, is expected to decline by 23 percent between 2008 and 2018. Consolidation of office jobs and tasking are cited as a result of the decline. However, document control clerks with vast computer applications and automation skills have a better of chance of gaining employment.
Salary and Educational Requirements
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The educational requirements for a document control clerk are a high school diploma or GED. Most document control clerks have gained valuable experience from on the job training. According to Payscale.com, a document control clerk with one to four years of work experience has an annual average median salary between $24,615 and $34,083
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References
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