What are the responsibilities and job description for the Documentation Specialist position at Town of West Hartford?
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
Knowledge, Skills & Abilities
Experience in municipal government or public sector preferred
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
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
Knowledge, Skills & Abilities
Experience in municipal government or public sector preferred
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