How to hire a document control assistant

How to hire a document control assistant, step by step

Here's a step-by-step document control assistant hiring guide:

• Step 1: Identify your hiring needs
• Step 2: Create an ideal candidate profile
• Step 3: Make a budget
• Step 4: Write a document control assistant job description
• Step 5: Post your job
• Step 6: Interview candidates
• Step 7: Send a job offer and onboard your new document control assistant
• Step 8: Go through the hiring process checklist

What does a document control assistant do?

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1. Identify your hiring needs

   Before you start hiring a document control assistant, identify what type of worker you actually need. Certain positions might call for a full-time employee, while others can be done by a part-time worker or contractor.

   Determine employee vs contractor status

   Is the person you're thinking of hiring a US citizen or green card holder?

   Yes

   No

   Hiring the perfect document control assistant also involves considering the ideal background you'd like them to have. Depending on what industry or field they have experience in, they'll bring different skills to the job. It's also important to consider what levels of seniority and education the job requires and what kind of salary such a candidate would likely demand.

   This list presents document control assistant salaries for various positions.

   Type of Document Control Assistant	Description	Hourly rate
   Document Control Assistant	Secretaries and administrative assistants perform clerical and administrative duties. They organize files, prepare documents, schedule appointments, and support other staff.	$12-23
   Control Clerk	Being a control clerk involves a variety of administrative and clerical tasks, including the maintenance of business files, answering phone calls, and running errands. A control clerk's responsibility includes coordination and assistance of project team members to resolve data issues and protocols... Show more	$12-20
   Document Coordinator	A document coordinator is responsible for handling the sorting and distribution of files and documents as part of the business's services and operations. Document coordinators label and categorize the files according to their purposes and submit them to the appropriate personnel or department... Show more	$12-33

   Show more

2. Create an ideal candidate profile

   Common skills:

   • Data Entry
   • Engineering Drawings
   • Access Database
   • Office Equipment
   • Word Processing
   • SharePoint
   • Purchase Orders
   • ISO
   • GMP
   • Meeting Minutes
   • Data Books
   • Internal Audit
   • FDA
   • CAD

   Check all skills

   Responsibilities:

   • Control and manage ISO documentation.
   • Manage quality of care improvement initiatives for patients and other mandate hospital standards through surveys and information sessions.
   • Audit and track FDA & customer regulate documentation for inconsistencies in order to maintain QS and ISO certifications.
   • Arrange business and personal travel plans and travel logistics.
   • Place PDF files into emails and then move files to the server.
   • Maintain necessary training documentation to ensure all departments comply and are traceable via FDA standards.

   More document control assistant duties

3. Make a budget

   Including a salary range in your document control assistant job description is a great way to entice the best and brightest candidates. A document control assistant salary can vary based on several factors:

   • Location. For example, document control assistants' average salary in arkansas is 35% less than in massachusetts.
   • Seniority. Entry-level document control assistants earn 46% less than senior-level document control assistants.
   • Certifications. A document control assistant with a few certifications under their belt will likely demand a higher salary.
   • Company. Working for a prestigious company or an exciting start-up can make a huge difference in a document control assistant's salary.

   Average document control assistant salary

   $36,349yearly

   $17.48 hourly rate

   ---

   Entry-level document control assistant salary

   $26,000 yearly salary

   Updated January 19, 2026

   Average document control assistant salary by state

   Rank	State	Avg. salary	Hourly rate
   1	Minnesota	$44,676	$21
   2	New York	$43,179	$21
   3	Connecticut	$43,000	$21
   4	Illinois	$42,269	$20
   5	California	$39,944	$19
   6	District of Columbia	$38,761	$19
   7	Oregon	$37,406	$18
   8	Maryland	$36,375	$17
   9	Michigan	$35,039	$17
   10	Arizona	$34,876	$17
   11	Texas	$34,688	$17
   12	Missouri	$33,869	$16
   13	Florida	$31,731	$15
   14	Georgia	$31,229	$15
   15	Indiana	$30,431	$15

   Average document control assistant salary by company

   Company

   Rank	Company	Average salary	Hourly rate	Job openings
   1	RCM Technologies	$40,578	$19.51
   2	Lockheed Martin	$40,478	$19.46	54
   3	CEL-SCI	$40,043	$19.25
   4	Integrated Resources	$37,472	$18.02	91
   5	Randstad North America, Inc.	$36,060	$17.34	7
   6	TransTech Energy	$35,781	$17.20	5
   7	Kelly Services	$35,688	$17.16	67
   8	Cogent Communications	$35,016	$16.83
   9	Scoular	$34,484	$16.58
   10	Chart Industries	$34,472	$16.57	6
   11	Robert Half	$34,448	$16.56	77
   12	1st Source Bank	$33,192	$15.96
   13	Burns & McDonnell	$33,047	$15.89	9

4. Writing a document control assistant job description

   A good document control assistant job description should include a few things:

   • Summary of the role
   • List of responsibilities
   • Required skills and experience

   Including a salary range and the first name of the hiring manager is also appreciated by candidates. Here's an example of a document control assistant job description:

   Document control assistant job description example

   The Neil Jones Food Company is looking for a Quality Assurance Document Control Assistant II at our Toma-Tek facility in Firebaugh, CA. The Neil Jones Food Company processes superior quality, fresh packed, vine-ripened California tomatoes and Pacific Northwest fruit. With headquarters in Vancouver, Washington, NJFC has been providing our nation's discerning foodservice, retail, industrial and institutional customers the finest quality canned and pouched products for over 35 years. NJFC operates three production facilities: Northwest Packing in Vancouver, WA.; San Benito Foods, in Hollister, CA; and Toma-Tek in Firebaugh, CA.
   
   : Administers and maintains quality assurance documents according to the record control policies and procedures for the secure management and access of company information assets. Classifies and files new documents following established processes. Fulfills document requests from authorized users and tracks the retrieval and disposition of documents. May prepare records for archiving, participate in audits, or assist in the destruction of records; provides assistance and support to the QA team and Supervisor.
   Key Responsibilities:
   Assists in the review of records related to quality management systems and control programs for the facility to ensure that all departments adhere to records retention and control policies and guidance. Provides assistance to plant departments to assure that all documents are maintained and archived in accordance with standard operating policies and protocols and are easily retrievable by authorized personnel. Provides support for internal audits of plant quality and operating documentation in order to ensure that all documents are properly submitted to other departments. Collects samples from received ingredients for QA and Skip Lot Testing; coordinates correspondence and delivery of product samples between sales team and customers. Assists QA Specialist with maintaining Hold Log and generating reports as requested or necessary.
   
   Requirements :
   High school diploma or GED; Associate's Degree in Quality Assurance, Business, or related field preferred; or, an equivalent combination of training, education and experience that demonstrates the ability to successfully perform the key responsibilities of the job. Two years' experience in document management and control in a manufacturing environment; experience in quality assurance for food manufacturing preferred. Requires excellent English verbal and written communication skills. Bilingual English/Spanish preferred. Proficient in Microsoft Office, particularly Excel and Word. Knowledge of HACCP protocols and standards for maintaining HACCP records, GMP compliance requirements and quality assurance policies, protocols and practices in a food processing environment. Ability to pass a pre-employment drug test, background check and credit screen.
   
   Benefits:
   Medical, Dental, & Vision 401(k) match with Traditional & Roth options available Company paid Life and AD&D insurance Employee Assistance Program Numerous other voluntary products available
   
   Applicants have rights under Federal Employment Laws
   
   Family and Medical Leave Act (FMLA)
   
   Equal Employment Opportunity (EEO)
   
   Employee Polygraph Protection Act (EPPA)
   
   The Neil Jones Food Company participates in E-Verify
   
   E-Verify Participation
   
   If You Have the Right to Work, Don't Let Anyone Take It Away
   
   We are an Equal Opportunity and Fair Chance Employer. Qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, disability, age, citizenship status, genetic information, military or veteran status, and other protected status under applicable law. We celebrate diversity and are committed to creating an inclusive environment for all employees.

   Copy this example

   

5. Post your job

   To find the right document control assistant for your business, consider trying out a few different recruiting strategies:

   • Consider internal talent. One of the most important sources of talent for any company is its existing workforce.
   • Ask for referrals. Reach out to friends, family members, and current employees and ask if they know or have worked with document control assistants they would recommend.
   • Recruit at local colleges. Attend job fairs at local colleges to recruit document control assistants who meet your education requirements.
   • Social media platforms. LinkedIn, Facebook and Twitter now have more than 3.5 billion users, and you can use social media to reach potential job candidates.

   Post your job online:

   • Post your document control assistant job on Zippia to find and recruit document control assistant candidates who meet your exact specifications.
   • Use field-specific websites.
   • Post a job on free websites.

6. Interview candidates

   Recruiting document control assistants requires you to bring your A-game to the interview process. The first interview should introduce the company and the role to the candidate as much as they present their background experience and reasons for applying for the job. During later interviews, you can go into more detail about the technical details of the job and ask behavioral questions to gauge how they'd fit into your current company culture.

   Remember to include a few questions that allow candidates to expand on their strengths in their own words. Asking about their unique skills might reveal things you'd miss otherwise. At this point, good candidates can move on to the technical interview.

   The right interview questions can help you assess a candidate's hard skills, behavioral intelligence, and soft skills.

7. Send a job offer and onboard your new document control assistant

   Once you've found the document control assistant candidate you'd like to hire, it's time to write an offer letter. This should include an explicit job offer that includes the salary and the details of any other perks. Qualified candidates might be looking at multiple positions, so your offer must be competitive if you like the candidate. Also, be prepared for a negotiation stage, as candidates may way want to tweak the details of your initial offer. Once you've settled on these details, you can draft a contract to formalize your agreement.

   It's also good etiquette to follow up with applicants who don't get the job by sending them an email letting them know that the position has been filled.

   After that, you can create an onboarding schedule for a new document control assistant. Human Resources and the hiring manager should complete Employee Action Forms. Human Resources should also ensure that onboarding paperwork is completed, including I-9s, benefits enrollment, federal and state tax forms, etc., and that new employee files are created.

8. Go through the hiring process checklist

   • Determine employee type (full-time, part-time, contractor, etc.)
   • Submit a job requisition form to the HR department
   • Define job responsibilities and requirements
   • Establish budget and timeline
   • Determine hiring decision makers for the role
   • Write job description
   • Post job on job boards, company website, etc.
   • Promote the job internally
   • Process applications through applicant tracking system
   • Review resumes and cover letters
   • Shortlist candidates for screening
   • Hold phone/virtual interview screening with first round of candidates
   • Conduct in-person interviews with top candidates from first round
   • Score candidates based on weighted criteria (e.g., experience, education, background, cultural fit, skill set, etc.)
   • Conduct background checks on top candidates
   • Check references of top candidates
   • Consult with HR and hiring decision makers on job offer specifics
   • Extend offer to top candidate(s)
   • Receive formal job offer acceptance and signed employment contract
   • Inform other candidates that the position has been filled
   • Set and communicate onboarding schedule to new hire(s)
   • Complete new hire paperwork (i9, benefits enrollment, tax forms, etc.)

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How much does it cost to hire a document control assistant?