Documentation Specialist

Paylocity; Latham (NY); On-site; USD 29,000 - 40,000; Full time

Job summary

Paper Alternative Solutions Inc. is seeking a Documentation Specialist to create, organize, and maintain business and procedural documents. You will work with subject matter experts and cross-functional teams to ensure accuracy, clarity, and accessible documentation that supports compliance and training needs.

In-office role with a focus on document control, templates, and process improvements to drive operational efficiency. Strong writing and organizational skills are essential.

Qualifications

• Experience creating, editing, maintaining, or managing business documentation.
• Strong writing, editing, proofreading, and organizational skills.
• Ability to translate complex processes into clear written instructions.
• Proficiency with document management tools and collaboration platforms.

Responsibilities

• Create, edit, format, and maintain procedures, manuals, job aids, and training materials.
• Collaborate with SMEs to gather and verify information for new or revised docs.
• Review documents for accuracy, consistency, and alignment with standards.
• Maintain version history, approvals, naming conventions, and archiving.
• Ensure documents are stored in appropriate management systems and shared repositories.
• Support audits and quality assurance by keeping documentation current and accessible.
• Develop templates, style guides, and documentation guidelines.
• Identify outdated or unclear documentation and recommend improvements.
• Assist with staff training on standards and tools.
• Coordinate review cycles and update timelines.

Skills

Attention to detail

Written communication

Editing and proofreading

Cross-functional collaboration

Education

High school diploma or equivalent

Associate/Bachelor’s in English or related field

Tools

Microsoft Word

Excel

SharePoint

Adobe Acrobat

Job description

Description

Pay

$25.00 per hour

Work Schedule

This is an‑in‐office position.

Monday to Friday, 8 hours a day, flexible start time available

Position Summary

The Documentation Specialist is responsible for creating, organizing, maintaining, and improving business, operational, and procedural documentation. This role ensures that documents are accurate, current, easy to understand, and accessible to the appropriate stakeholders. The Documentation Specialist works closely with subject matter experts, managers, and cross‑functional teams to support consistent processes, compliance requirements, training needs, and operational efficiency.

Key Responsibilities

• Create, edit, format, and maintain documents such as procedures, manuals, job aids, reports, forms, guides, and training materials.
• Partner with subject matter experts to gather, verify, and clarify information for new or revised documentation.
• Review documents for accuracy, completeness, consistency, grammar, formatting, and alignment with organizational standards.
• Maintain document control practices, including version history, revision tracking, approval workflows, naming conventions, and archiving.
• Ensure documents are organized, accessible, and stored in the appropriate document management systems or shared repositories.
• Support compliance, audit, and quality assurance activities by ensuring required documentation is current and readily available.
• Develop and maintain templates, style standards, and documentation guidelines to promote consistency across materials.
• Identify outdated, duplicate, or unclear documentation and recommend improvements to enhance usability and accuracy.
• Assist with training staff on documentation standards, procedures, and document management tools.
• Coordinate document review cycles and ensure updates are completed within established timelines.

Core Competencies

• Excellent written and verbal communication
• High attention to detail and accuracy
• Strong organization and time management
• Ability to maintain confidentiality and handle sensitive information appropriately
• Critical thinking and problem-solving
• Collaboration with internal teams and subject matter experts
• Commitment to continuous improvement and process consistency

Company Description

Paper Alternative Solutions Inc. is a woman‑owned business process outsourcing and staffing company headquartered in Endicott, New York. Since 2011, we have partnered with government agencies, prime contractors, and private organizations to provide highly qualified professionals and operational support for large‑scale programs and contracts. In addition to staffing services, we deliver document management, imaging, workflow automation, and business process solutions that help organizations operate more efficiently and securely.

Requirements

Minimum Qualifications

• High school diploma or equivalent
• Experience creating, editing, maintaining, or managing business documentation, procedures, or records.
• Strong writing, editing, proofreading, and organizational skills.
• Demonstrated attention to detail and ability to identify errors, inconsistencies, and gaps in information.
• Ability to work with multiple stakeholders, collect information, and translate complex processes into clear written instructions.
• Proficiency with Microsoft Word, Excel, Outlook, Teams, SharePoint, Adobe Acrobat, or similar document management tools.
• Ability to manage multiple assignments, meet deadlines, and maintain accurate records of document changes.

Preferred Qualifications

• Associate or Bachelor’s degree in English, Communications, Business Administration, or Information Management,
• Experience working in a regulated call center, or compliance‑driven environment.
• Knowledge of records management, document control, quality assurance, or standard operating procedure development.
• Experience supporting audits, process improvement initiatives, training programs, or policy/procedure updates.
• Familiarity with Microsoft Dynamics, case management systems, or enterprise content management platforms.