Document Processor job description template
If you are hiring for this role, start here. This free template is our detailed definition of the position, with everything you need to find and hire the right person. Copy it, add your own requirements, and post it.
What is a Document Processor?
Document Processors are responsible for maintaining document filing systems in companies and organizations.
They receive and process incoming documents, scan and store them in databases, and organize and classify them by type, name, date, and other details.
They are also responsible for retrieving and sharing documents with intended departments and individuals and removing documents that are obsolete or duplicated.
Document Processors also review documents to ensure accuracy and proper formatting, check documents for signatures, seals, and other information, and maintain specialized documents, such as legal or medical.
The top Document Processor skills.
Five things separate a strong hire from a résumé that reads well. Use these as your scorecard criteria.
The job description, ready to post.
Copy it as written, or edit it until it sounds like your company. Both work.
We are hiring an organized Document Processor for our team. In this position, you will be responsible for receiving, processing, and filing documents and storing them in a hardcopy and electronic format. You will copy, print out, and fax documents when needed, retrieve and share them with intended departments or individuals, and organize and classify them by type, name, date, and other details.
Our Document Processor will also be in charge of reviewing documents for accuracy, completeness, and proper formatting, checking for signatures, seals, and other information, and assisting with other administrative tasks. In the end, you will monitor the maintenance and usage of office equipment and remove obsolete and duplicated documents.
To be suitable for this position, you should have excellent attention to detail, communication, organization, problem-solving, and computer literacy.
Duties and responsibilities
- Receive, process, and file incoming documents and other files
- Scan and store documents in hardcopy and digital databases
- Copy, print out, fax, and email documents
- Share documents with intended departments and individuals
- Review documents to ensure accuracy and proper formatting, style, and grammar
- Check documents for signatures, seals, and other information
- Organize and classify documents by type, name, data, and other details
- Assist with the company’s correspondence, such as writing emails, letters, and answering phone calls
- Monitor the maintenance and usage of office equipment
- Retrieve and distribute documents upon request
- Discard and remove obsolete and duplicate documents
- Prepare and maintain legal, medical, and other specialized documents
Requirements
- Associate’s or Bachelor’s degree in business administration, records management, or a similar field
- Previous working experience in office administration or secretarial work
- Proficiency in Microsoft Office, databases, and data management systems
- Extensive experience with organizing, filing, and distributing documents
- The ability to use office equipment such as printers, scanners, fax machines, etc
- Strong verbal and written communication skills
- Meticulous attention to detail
- Effective problem-solving
- Outstanding organization and time management
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Copy it straight into your job board or ATS, or have it emailed to you with the interview questions for this role.
Degree first, then the certification.
Educational requirements for Document Processors can vary depending on the employer and industry.
While some employers would hire a candidate with a high school diploma, others would require a candidate with higher education or relevant certification.
Prospective candidates typically obtain an Associate’s or Bachelor’s degree in business administration, business, records management, or a similar field.
Additional education provides candidates with a broader understanding of document management principles and relevant technology.
Specific industry certifications can enhance job prospects and demonstrate candidates’ expertise.
Such certifications are Certified Document Imaging Architect (CDIA+) and Certified Records Manager (CRM).
Certified Document Imaging Architect
Demonstrates expertise in document imaging and management principles.
AIIMCertified Records Manager
Validates knowledge and skills in records management practices.
ICRMSample interview questions for a Document Processor.
Once you have gathered the applications, work through these in order. Twelve questions across four areas, enough to tell your shortlist apart.
- What are some of your personality traits?
- How do you handle stressful situations in life?
- What words would your close friends use to describe you?
- Can you tell us about your recent professional experience in similar roles?
- What makes you qualified for a Document Processor?
- Why did you choose to apply for a job in our company in particular?
- What is your general process of managing the company’s documentation?
- What methods do you use to ensure the accuracy of documents?
- Could you tell us about the challenging document processing project you successfully handled?
- How would you explain the process of document indexing and categorization?
- How would you handle a document that has missing information?
- What techniques do you use to maintain document security and prevent unauthorized access?
How much to pay when hiring.
Annual pay by percentile. Where you land depends on the size of the cycle they will own, and the 25th percentile is usually where a first analyst hire sits.
Hourly equivalents run from $11 at the 10th percentile to $29 at the 90th.
Candidates may apply under a different name.
Post the title your industry uses and keep the rest of the description. These three roles overlap enough that the same posting usually reaches all of them.
Three titles, one description.
Search behavior varies by industry, so the same job is advertised under several names. If you are unsure which one your candidates search for, run two titles and see which fills.
Documentation Specialist
Documentation Specialists are highly organized professionals responsible for preparing and managing the company’s documentation and records.
$47,818 medianDocument Control Specialist
File Clerk
File Clerks are people responsible for maintaining and general organization of a company’s or office’s paperwork, documentation, and data storage.
$36,892 medianFrequently asked questions.
What do Document Processors do?
Document Processors are responsible for managing the company’s document filing systems.
They receive, process, and store incoming documents, scan, copy, and fax documents, retrieve and distribute them to intended departments and individuals, and perform additional administrative tasks.
Who do Document Processors report to?
Document Processors typically report to the relevant manager or supervisor within the organization.
Those positions are commonly Document Processing Manager or Supervisor, Administrative Manager, or Department Manager.
What is a work environment for Document Processors?
Document Processors usually work in office settings within regular business hours.
They may work overtime to meet important deadlines and should demonstrate excellent organizational skills and attention to detail.
What are the essential skills for Document Processors?
Document Processors must have outstanding communication, organization, attention to detail, and problem-solving skills.
Other job description templates.
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Documentation Specialist
Documentation Specialists are highly organized professionals responsible for preparing and managing the company’s documentation and records.
$47,818 medianFile Clerk
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